Relativity User Guide - v9.2

User Guide
July 24, 2017 - Version 9.2
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For the most recent version of this document, visit our documentation website.
Table of Contents
1 User guide overview
1.1 Navigation
7
7
1.1.1 Logging in
7
1.1.2 Tab navigation
9
1.1.3 User options
11
1.1.4 Core reviewer interface
12
1.1.5 Resetting your password
14
1.1.6 Favorites
15
1.1.7 Quick nav
16
1.1.8 Quick nav functionality
18
2 History
18
2.1 History view fields
19
2.2 Filters on the History tab
20
2.3 Audited actions
21
3 Indented lists
23
4 Inline tagging
23
4.1 Adding a tag to a transcript
26
4.2 Viewing tags in a transcript
26
4.3 Removing a tag from a transcript
27
5 Markups
5.1 Highlights
5.1.1 Creating highlights
5.2 Redactions
27
28
28
28
5.2.1 Creating basic redactions
29
5.2.2 Creating inverse redactions
29
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5.2.3 Creating full-page redactions
30
5.2.4 Creating mass redactions
30
5.3 Editing markups
31
5.3.1 Working with overlapping markups
32
5.3.2 Editing redaction text
32
5.3.3 Editing font size in text box redactions
33
5.4 Mass deleting markups
33
5.5 Controlling markup visibility
34
5.6 Viewing markup history
34
5.7 Using the Markup Navigation pane
34
6 Persistent highlight sets
6.1 Getting started with persistent highlight sets
35
37
6.1.1 Showing and hiding persistent highlight sets in the viewer
38
6.1.2 Navigating highlighted terms in the viewer
40
6.1.3 Persistent highlight set behavior across viewer modes
40
6.2 Creating persistent highlight sets
6.2.1 Fields
6.3 Entering highlight terms
41
41
42
6.3.1 Color-coding persistent highlights
42
6.3.2 Guidelines for adding terms or phrases
43
6.4 Using the highlight fields source
6.4.1 Best practices
6.5 Importing search terms for persistent highlighting
44
46
47
6.5.1 Relativity component setup
47
6.5.2 Importing terms
48
6.6 Creating efficient searches for persistent highlighting
7 Search terms reports
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49
50
7.1 Guidelines for using search terms reports
51
7.2 Creating a search terms report
51
7.2.1 Fields
52
7.2.2 Adding or editing terms and highlight colors
52
7.2.3 Deleting terms
53
7.3 Running a search terms report
53
7.3.1 Search terms report status
55
7.4 Accessing tagged documents using the Field Tree browser
56
7.5 Using tagged search terms in a saved search
56
8 Searching overview
8.1 Search conditions
58
59
8.1.1 Canceled queries
61
8.1.2 Frequently asked searching questions
61
9 Summary reports
63
9.1 Creating and editing a summary report
63
9.2 Fields
64
10 Tabs
65
10.1 Creating and editing tabs
66
10.2 Fields
67
10.3 Nesting tabs
68
10.4 Assigning a GUID to an object
69
11 Transcripts
70
11.1 Importing transcripts
70
11.2 Word index
71
11.3 Links
71
11.3.1 Adding a link to a transcript
12 Viewer
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72
72
12.1 Viewer mode
12.1.1 Copying text in the viewer
73
76
12.2 Native mode
77
12.3 Image mode
80
12.3.1 Saving an image as a PDF
82
12.4 Extracted text mode
83
12.5 Productions mode
84
12.6 Imaging on the fly
86
12.6.1 Image-on-the-fly process
87
12.7 Stand-alone document viewer
88
12.8 Related items pane
88
12.9 Thumbnail viewer
90
12.10 Adding information to CaseMap
91
12.10.1 Adding a document to CaseMap
91
12.10.2 Adding a fact to CaseMap
96
12.10.3 Modifying field mapping for facts
98
12.11 Relativity Compare
103
12.12 Viewer-supported file types
105
12.12.1 Text only designation
106
12.12.2 File ID only designation
106
12.12.3 File identification values in Outside In 8.5.0
106
12.12.4 File types supported in Oracle 8.5.0
107
13 Workspaces
116
13.1 Workspace admin group
117
13.2 Workspace navigation
118
13.2.1 Browser
118
13.2.2 View bar
121
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13.2.3 Item list
122
13.2.4 Document set information bar
123
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1 User guide overview
When working with Relativity as a reviewer, it's important to familiarize yourself with the software's
many features.
This guide outlines Relativity’s capabilities and walks you through how you can best use Relativity for
document review, from logging in to creating a word index inside a workspace.
1.1 Navigation
Relativity is a complex application with many screens and functions. This section describes the main
core reviewer interface you use to review documents as well as some of the standard procedures
you'll need to perform as you use the product.
1.1.1 Logging in
To log in to Relativity, browse to your Relativity website. If you don't know the correct address,
contact your Relativity admin. After you enter the address, the login screen appears. Enter your
email address in the Username box and click Continue.
Next, enter your password and click Login. If you don't know your login information, contact your
Relativity admin.
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Depending on how your admin configured Relativity, you may see the Authenticate Login dialog
appear after you enter your password. You can obtain the passcode from a message sent to your
email account.
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1.1.2 Tab navigation
When you log in to Relativity, you see a tab strip at the top of the page. This tab strip displays the
currently available tabs whether you are in Home or Workspaces mode. The active tab is indicated
by a bright blue background, while inactive tabs have a navy background.
Tabs appear from left to right in the order identified by the Order setting for each tab. See Tabs for
details.
1.1.2.1 Parent and child tab display
Parent tabs are indicated by a drop-down arrow to the right of the tab name.
Click the drop-down arrow to display a vertical list of the child tabs owned by that parent tab.
When you select a child tab (for example, Markup Sets) from the list, you're taken to that page, and
all child tabs appear horizontally under the active parent tab.
Instead of clicking the drop-down arrow, you can also click the parent tab itself. Clicking the parent
tab takes you to the default child tab, which is identified by the Order setting for each child tab. See
Tabs for details. All child tabs then appear horizontally under the active parent tab.
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1.1.2.2 Overflow tab menu
The number of tabs that appear in the tab strip depends on the size of the browser window. If the
window is wide enough, the full set of tabs appears. As you reduce the size of the window, or if you
have a large number of tabs in your workspace, an overflow drop-down icon appears at the right
edge of the tab strip to house the remaining tabs.
Click this overflow icon to display a drop-down of the remaining tabs. If the number of tabs exceeds
the height of the drop-down, a vertical scroll bar appears, allowing you to view the full set of tabs.
Parent tabs in the overflow menu are indicated by a drop-down arrow to the right of the tab name.
Click the drop-down to display the child tabs for that parent.
You can select a child tab to navigate directly to that tab, or you can select the parent tab name to
navigate to the default child tab. The default child tab is identified by the tab order setting on each
tab. See Tabs for details.
While working with the overflow tabs menu, a set of double vertical lines appears on the left edge
of the right-most tab. This indicates that you selected the tab from the overflow menu. If you select
a different tab from the overflow menu, the tab you select replaces the previous tab.
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When you click the icon to display the overflow tab menu, the icon changes to an X. Click this icon to
collapse the overflow tab menu.
1.1.3 User options
When you first log in to Relativity, you see the default Home tab. Relativity displays the Workspaces
tab as your default Home tab when you navigate to Home, but you can change the default Home tab
to be any tab you want. See Changing the default Home tab below for more information.
You can click your name in the upper-right corner to see the user drop-down menu.
Depending on your permissions, you may have the option to edit your settings or reset your
password. If you don't see admin tabs, your Relativity admin can change your permission settings.
1.1.3.1 Changing the default Home tab
Relativity displays the Workspaces tab as your default Home tab when you navigate to Home, but
you can change the default Home tab to be any tab you want.
Perform the following steps to change the default Home tab:
1.
2.
3.
4.
5.
6.
From Home, click the Admin Workspace Configuration tab.
Click the Tabs tab.
Click the tab you want to set as the default Home tab.
Click Edit.
Select Yes in the Is Default drop-down menu.
Click Save.
Note: If a user is not a member of a group with permission to view the tab set as the default Home tab,
Relativity redirects to the lowest ordered tab the user's permissions allow.
1.1.3.2 My settings
Clicking My Settings from within the user drop-down menu opens a settings mode pop-up, which
displays your user information. Click Edit to change your settings.
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n
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First name - your first name.
Last name - your last name.
Note: Your first and last name appear as your username throughout Relativity.
n
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Email address - your email address and login.
Skip Default Preference - When reviewing documents, skip prevents a reviewer seeing documents that
are already coded (depending on the selected view). See Document skip in the Admin guide.Choose
one of the following options:
o
o
n
Normal - this setting disables the skip feature.
Skip - this setting turns on the skip future.
Default Filter Visibility - determines whether or not the filters for columns in views display by default.
Hidden - hides filters by default.
Visible - displays filters by default.
Item list page length - a numeric field indicating the default list length for all lists in Relativity. It can be
set from 1 to 200.
Default Selected File Type - the default viewer mode (Viewer, Native, Image, Long Text, or Production).
See Viewer on page 72 for details.
Advanced Search Public by Default - determines whether saved searches are public or private by
default. If set to Yes, the search is public and all users with rights to it can see it. If setting is No, the
search is private and only you are able to see it.
o
o
n
n
n
Note: Depending on your permissions, you may not have rights to edit the Advanced Search Default
field.
n
Native Viewer Cache Ahead - if checked, this field pre-loads the next native document in your review
queue when the active document is loaded.
After changing your settings as needed, click Save.
1.1.4 Core reviewer interface
To open a document in the core reviewer interface, click on a document name or identifier on the
Documents tab.
The core reviewer interface screen consists of the following areas:
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1.
2.
3.
4.
5.
6.
Document view selector
Viewer
Navigation bar
Layouts
Related Items pane
Persistent Highlight Sets
You can toggle between several viewing options by using the icons in the upper-right corner of the
window.
n
n
n
n
n
n
n
Keyboard shortcuts legend - displays the keyboard shortcuts legend for the workspace.
Enable/disable keyboard shortcuts - enables and disables keyboard shortcuts for the workspace.
Show/hide document list - show or hide the document list from the Core Reviewer Interface.
Dock/undock document viewer - docks or undocks the viewer from the Core Reviewer Interface.
Swap panes - flips the Viewer from the left side of the window to the right or vice-versa.
Launch stand-alone document viewer - pops out a static standalone version of the Viewer.
Show/hide tab strip - shows or hides the tab strip.
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You can move through a set of documents by using the navigation menu located in the upper-right
corner of the core reviewer interface.
You can type a number into the textbox and hit Enter to move to that document. You can also use
the navigation arrows:
Top of first page
Previous page
Next page
Last page
You can't browse past the last document in your returned set. For example, in the above screenshot,
you can't use the navigation arrows to get to document 1,001.
1.1.5 Resetting your password
There are two ways you can reset your password if your admin has given you the appropriate
permissions. You can use the Reset Password option inside Relativity or the Forgot your password?
link on the Relativity login screen.
Note: If your password has expired, the Reset Password dialog appears automatically when you log in to
Relativity. Your admin determines when your password expires and the number of previous passwords
that you can't reuse.
1.1.5.1 Resetting your password inside Relativity
If you're already logged in to Relativity, you can reset your password by clicking Reset Password in
the Home drop-down menu. This directs you to a Reset Password popup.
Enter your old password, then enter and retype your new password. Click Save.
You can use your new password next time you log in to Relativity.
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1.1.5.2 Resetting your password outside Relativity
If you can't log in to Relativity because you've forgotten your password, perform the following steps
to reset your password.
1. Click Forgot your password? on the login screen.
2. Enter your email address in the popup.
Relativity sends an email to the address you provide. You should receive this message within a few
minutes. If you don't receive an email, check your spam or junk mail folder.
3. Click the link in the email to reset your password. This link will be active for 15 minutes and expires after
that time. If the link has expired, or if you click the link more than once, you'll have to generate a new
password reset request.
4. The link directs you to a page where you can create a new password.
5. Enter a new password and retype it, then click Submit. After your password successfully resets, you'll
get a message prompting you to log in with your new password. An email will be sent to the address
you entered, notifying you that your password reset was successful.
1.1.6 Favorites
The Favorites menu contains all your bookmarks (Favorites) and the last 10 pages in your browsing
history (Recents). The Favorites menu appears at the top of the application window next to your
username.
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Use Favorites to quickly navigate the Relativity application. If you visit a particular page on a regular
basis, minimize the number of clicks it takes to get there by adding the page as a favorite.
To mark a page a favorite, click the gray star next to Favorites, or click the gray star next to a page
name in the Recents section. The star turns yellow and Relativity adds the page to the Favorites
section. Relativity doesn't limit the number of pages you can mark as a favorite.
Relativity records pages in the Recents section on each page load. That means that pop-up windows
aren't recorded as Recents.
Using Favorites
Imagine you're a system admin whose duties include resetting passwords for an average of 20 to 30
users per day. You could navigate to the Administration tab, then click the Users tab each time a
password reset request comes through the queue, but instead you create a favorites bookmark to
easily jump you the Users tab from any tab in Relativity you might be working on.
You create favorites bookmarks for all of the tabs that you most frequently visit optimizing your
productivity.
Note: If you're an administrator, you can turn off this feature by editing the RecentHistoryEnabled and
FavoritesEnabled configuration values. You can also change the number of Recents the Favorites menu
displays by editing the RecentHistoryNumberOfItemsDisplays configuration value.
1.1.7 Quick nav
Quick nav allows you to quickly search for and navigate to any workspace or tab in Relativity. To
access quick nav, click in the upper right corner of Relativity, or use the keyboard shortcut Ctrl+/.
Note: Verify that the quick nav Ctrl+/ keyboard shortcut works on custom pages. Contact Client Services
with any problems.
Open quick nav, and type the name of any tab or workspace.
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Any tab or workspace that contains the character string within the name appears in the list of
results. Results appear after you type more than one character, and they refine with each character
you type. The results link you directly to the tab or workspace in Relativity.
Note: In Relativity terms, the search works the same as a leading and trailing wildcard search.
You can click on any result or use the up and down arrow keys to move through the results. Press
Enter to navigate to the selected item.
Your search remains until the page is refreshed or you navigate to a new tab. The Esc key also
clears your search from quick nav. If no text is entered in the quick nav search field, Esc closes quick
nav. You can also click anywhere outside the quick nav window to close it.
Quick nav displays three types of results in the following order:
n
Workspace tabs - lists all workspace tabs that fit the search criteria and are available with your permission settings.
Note: This item only appears when you are in a workspace.
n
n
Admin Tabs - lists all admin tabs that fit the search criteria and are available with your permission settings.
Workspaces - lists all workspaces that fit the search criteria and are available with your permission settings. Click the workspace to go to the default tab for that workspace.
Quick nav results only reflect items available with your permission settings.
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Using quick nav
Imagine you're a system admin in a workspace within Relativity, and a user emails you with a
password reset request. You press Ctrl+/ and type the letters “use”. The results filter to only
contain Admin and Workspace tab names with the letters u-s-e.
The results display a Users tab in the Admin Tabs section. You click the Users tab and find the user
who needs a password reset in the list. Once their password is reset, you use quick nav to get back
to the workspace you were previously working in.
1.1.8 Quick nav functionality
The following list highlights more features of quick nav functionality.
n
n
n
n
n
Type the word "home" in quick nav to navigate to your default Home tab.
Quick nav is enabled or disabled with the QuickNavEnabled configuration table setting.
Quick nav is available to look up workspaces and admin tabs from Home for groups assigned the Use
Quick Nav admin permission, and it is available to look up tabs in a workspace for groups assigned the
Use Quick Nav workspace permission.
The maximum number of returned quick nav search results is limited to any number between 2 and 50,
but the default is 20. Use the QuickNavMaxResults configuration table setting to adjust the maximum
number of results.
The maximum number of searchable characters is 50.
2 History
On the History tab, you can view the actions of users throughout the workspace. Relativity has a
comprehensive audit system that logs actions that users perform, object types, timestamps, and
other details. This tab also includes views and filters to help you navigate through the audit records.
Note: When you view a document in the Core Reviewer Interface, you can display its history in the related
items pane by selecting the Document History icon.
Using history
You’re a Relativity administrator and you recently had to let one of your reviewers go after it was
discovered that he'd insufficiently redacted sensitive information contained in a large group of
documents right before you were planning to produce those documents and send them to the
presiding judge. In addition to going back and correctly applying that reviewer's redactions, you
need to look up all the other places in the workspace in which he might have incorrectly coded
documents or, in general, entered inaccurate information.
To find all areas in the workspace that this reviewer touched, you navigate to the Administration
tab, then to the History tab. Since he'd been working on this project for at least a month, you
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change the view from its default of Document Updates - Last 7 Days to All History. Then you simply
filter the User Name field and select the name of the reviewer.
When the results come back, you notice that this reviewer was particularly active and that there are
over 1,000 user actions attached to his name. To ensure that none of these actions compromised
any other segment of the review project or skewed information intended to be used as evidence,
you need to review each one. To help in this effort, you enlist two of your more reliable reviewers to
go through this list of History items and check the departed reviewer's clicks.
2.1 History view fields
You can customize the views available on the History tab or create new views as necessary. The
History tab includes pre-configured views for recently updated documents, long running queries,
and imaging history, which you can modify.
The following fields are available in views on this tab:
n
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n
n
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Action - the user activity captured in the audit record.
Artifact ID - the artifact ID of the audit action.
Details - the detailed description of the audit action.
Execution time - the length of time in milliseconds for a document query to run.
ID - the identifier for the audited item; each tracked action has its own unique identifier.
Name - the name of the object.
Object type - the type of object.
Request origination - the connection details for the user that sent the change request.
Timestamp - the date and time when the audit action occurred.
User name - the user who initiated the action.
You can export the contents of a view to Excel using
at the top of the screen. Only the currentlyloaded records are included in the Excel file. For example, in the following workspace, only 1,000
records would be included instead of the full 2,501 records.
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Some features' history views are more detailed.
n
n
For more information, see Saved search history in the Searching Guide.
For more information on imaging history, see Imaging history in the Admin guide.
2.2 Filters on the History tab
On the History tab, you can search for specific audit records by using filters just as you would on
other tabs. For more information on filtering, see Filters in the Searching Guide.
You can also search for choice values using the Details Filter. Actions related to field choices are
recorded using Artifact ID. To display the Artifact ID for choice values, click the Choice Legend icon
in the view bar.
On the Choice Legend popup, you can search for choices in the workspace, their artifact IDs, and
their associated fields. You can then enter Artifact ID listed for a choice value in the Details Filter
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and filter the audit records. For example, you would use the Artifact ID 2881180 to filter on the Issue
choice "Responsive."
Note: You can also use views to filter audit records. See History view fields on page 19.
2.3 Audited actions
The following table lists audited actions in Relativity:
Note: If you perform a job while previewing a user's security settings, the audit action will be credited to
your user name and not to the user whose security you were previewing when you started the job.
Action name
CaseMap - Add Document
CaseMap - Add Fact
Conversion Complete
Description of activity
A document was sent to CaseMap.
A selection of text from the viewer was sent to CaseMap as a fact.
A file was converted by way of a user clicking on a file link in the document list,
running an imaging set, imaging on the fly, running a mass image operation, or
switching to text or production mode in the viewer.
Create
An item was created.
Delete
An item was deleted.
Document Query
A query was run on a list of documents, or a document query was canceled. (A
message indicating that a query was canceled is displayed in the details and on
the Query Text pop-up.)
Export
The contents of a production set, saved search, folder, or subfolder were exported.
Images - Created
Images were created.
Images - Created for Pro- Images corresponding to a production outside of Relativity were imported into
duction
the system.
Images - Deleted
Images were deleted.
Import
Content associated with a load, production, or image file was imported.
Markup - Image - Created Redactions or highlights were added to an image.
Markup - Image - Deleted Redactions or highlights were removed from an image.
Markup - Image - Modi- Redactions or highlights were moved, resized or edited on an image.
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Action name
Description of activity
fied
Markup - Native - Created Redactions or highlights were added. This audit entry applies to transcripts only.
Markup - Native - Deleted Redactions or highlights were removed. This audit entry applies to transcripts
only.
Markup - Native Redactions or highlights were moved, resized or edited. This audit entry applies
Updated
to transcripts only.
Move
A document was moved from one folder to another.
Native - Created
A native file was loaded into Relativity.
Native - Deleted
A native file was removed from Relativity.
Pivot Query
A Pivot report was run, or a Pivot report was canceled. (A message indicating that
a query was canceled is displayed in the details and on the Query Text pop-up.)
Print
A document was printed.
Production - Add DocuA document was added to a production.
ment
Production - Remove
A document was removed from a production.
Document
Query
A process ran a query (such as categorization), or a query was canceled. (A message indicating that a query was canceled is displayed in the details and on the
Query Text pop-up.)
RelativityScriptExecution A Relativity script was run.
ReportQuery
A summary report was run.
Run
An Imaging Set, Image-on-the-Fly, or Mass Image job was performed
Search Cache Table
A search cache table was created. (Search cache tables are created the first time
Creation
you search for a term or phrase using dtSearch or Relativity Analytics.)
Security
Security rights were assigned or changed
Tally/Sum/Average
The mass operation Tally/Sum/Average was run in the workspace.
Update
Document metadata was updated on a single-document basis. In addition, filters
on information related to applications installed through the workspace or by an
agent.
Update - Mass Edit
Document metadata was updated on a mass basis.
Update - Mass Replace
Document metadata was edited using a text mass replacement.
Update - Propagation
Document metadata was edited according to a propagation rule.
View
A document was viewed.
Workspace Upgrade
Details about scripts run on a workspace during an upgrade.
Note: No login action exists when you access a workspace. Relativity interprets the login based on any
other auditable action in the workspace. For example, if you view a document in Workspace A, Relativity
audits that view action on the History tab and indicates that a user accessed Workspace A.
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3 Indented lists
Indented lists provide additional information to users by displaying levels within a relationship, such
as an email conversation thread. Viewing a list in the indented hierarchy allows for easier
understanding of the email order in the family.
Indented items are aligned with dots indicating levels between the initial record and subsequent
records, as in the following example of emails and their replies or forwards. While you can define
indented lists based on any related items field, this example shows an indented list in the context of
setting up an email thread view that shows Reply and Forward emails nested under the parent.
Indented lists are available in the document item list as shown in the example above and in the
related items pane in the Viewer. See Indented lists above for a related items pane example.
4 Inline tagging
Inline tagging is a feature that allows you to tag sections of text within a transcript that you can then
reference through hyperlinks. If a record is large and covers many topics, it may be difficult to
identify which part of the record relates to which issue. For example, issue coding is a common task.
With inline tagging, you can create tags named after the issues in your case, and tag specific
sections of documents as relating to those issues.
Inline tagging is only available for transcripts. See Transcripts on page 70. For information on using
layouts to code non-transcript documents, see Layouts in the Admin guide.
Note: If you want to add inline tagging to a transcript, you must first process the transcripts using the
Process Transcripts mass action.
Using inline tagging
Imagine you're analyzing documents, looking for content related to the issues of "contracts" and
"buildings". You encounter a document that you want to apply both issues to, but you want to call
out the specific areas in the document.
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Because tags allow you to label individual pieces of text as related to different issues, you decide to
use inline tagging. You highlight "signed this contract", right-click, select Tag, and choose the
"contracts" tag.
You want to tag the mention of construction as "buildings", so you repeat the same process.
You've now applied two tags to the same document. To view the tags you applied, you click the tag
list icon to bring up the tag list pane, which shows all the tags in the document.
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When you click the hyperlinked entries in the pane, the active tag appears in blue in the viewer.
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4.1 Adding a tag to a transcript
To add a tag to a processed transcript:
1.
2.
3.
4.
5.
Open a transcript from the Documents tab.
Highlight the text you want to tag.
Right-click on the selected text, and click Tag.
Select the checkbox next to the tag(s) you want to apply.
Click Save.
4.2 Viewing tags in a transcript
To view all the tags in a transcript:
1. Open a transcript from the Documents tab.
2. Click the tag icon
in the lower right corner.
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4.3 Removing a tag from a transcript
To remove a tag from a transcript:
1. Open a transcript from the Documents tab.
2. Right-click on the tag in the document.
3. Click Remove.
5 Markups
Markups in Relativity refer to highlights and redactions. You can add markups to documents using
the Relativity image viewer. When you open a document in the core reviewer interface, select
Image to image the document if necessary and open the document as an image.
Note: If two people edit a markup at the same time, an error occurs.
Using markups
You’re a reviewer at a law firm, and one of your firm’s clients, a construction company, is involved
in litigation regarding the use of materials that they weren’t informed were potentially
environmentally damaging when they purchased them from a major supplier.
Included in the data set are many invoices from the past year that contain the various department
and personal credit cards numbers used to purchased said materials, as well as a few instances of
social security numbers used in conjunction with those cards.
These invoices are crucial pieces of evidence that your firm plans on producing and handing over to
the judge. Before those documents can be produced, however, you need to go through them and
find all instances of credit card and social security numbers and apply redactions to those instances,
as this is sensitive information.
Your admin has already set up a view specifically for invoices, bank statements, and other files
related to purchases and accounts. To redact any sensitive information contained in these
documents, you open them in the Viewer and scan the imaged document for instances of said
numbers. When you come across them, you select the black redaction and draw it over the
number or list of numbers you need to obscure.
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Now there’s no danger of your production being tainted by inadvertently revealing this sensitive
information, which in some cases could render the produced documents inadmissible.
5.1 Highlights
When you create a highlight, a colored box appears in the area you select, just like using a
highlighter.
5.1.1 Creating highlights
To create a highlight, perform the following steps:
1. Click
. Yellow is the default color. Click the drop-down menu to select a different color.
2. Draw the highlight across the section(s) of text you want to highlight.
When you create a highlight, it appears in the Markup Navigation Pane. See Using the Markup
Navigation pane on page 34.
5.2 Redactions
A redaction hides text on a page. In Relativity, you can create several different types of redactions:
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Creating basic redactions on the next page
Creating inverse redactions on the next page
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Creating full-page redactions on the next page
Creating mass redactions on the next page
When you create a redaction, it appears in the Markup Navigation Pane. See Using the Markup
Navigation pane on page 34.
5.2.1 Creating basic redactions
To apply a basic redaction to a document, perform the following steps:
1. Click . The black redaction tool is the default. Click the drop-down menu to select a different tool.
You can select from the following:
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Black - creates a solid black box, like using a black marker. While you draw the box, a gray translucent fill appears.
Cross - creates a white redaction box black border and a black X from corner to corner.
Text - creates a white redaction box with black text. The text will fill the box by default. To change
the font size, keep the redaction box selected and click
, then select a new font size
from the drop-down menu. You can right-click a text box redaction to apply different text. See
Editing redaction text on page 32. The Administrator determines which text options are available.
n White - creates a solid white box with a gray border. The gray border won't be printed or produced.
2. Draw the redaction box(es) across the section(s) of the page you want to redact. You can draw in any
direction.
5.2.2 Creating inverse redactions
An inverse redaction creates a black redaction across the full page except on the locations where
you draw boxes. To create an inverse redaction, perform the following steps:
1. Click .
2. Draw the inverse redaction box(es) across the section(s) of the page you do not want to redact. A blue
cast indicates where the black redaction is created, and the white box indicates the area that is not
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redacted. You can move or resize the white box using the controls.
5.2.3 Creating full-page redactions
A full-page redaction creates a redaction across the entire page. To apply a full-page redaction,
click . The black full page redaction tool is the default. Click the drop-down menu to select a
different tool. You can select from the following:
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Black - creates a solid black box, like using a black marker.
Cross - creates a white redaction box with a black border and a black X from corner to corner.
Text - creates a white redaction box with black text. You can right-click a text box redaction to apply
different text. See Editing redaction text on page 32. The Administrator determines which text options
are available.
White - creates a solid white box with a gray border. The gray border won't be printed or produced.
You can also create a keyboard shortcut to apply a full-page redaction. See Creating keyboard
shortcuts in the Admin guide.
After you apply a full-page redaction, you can resize it to make it smaller than the full page and
then work with it like a normal redaction.
5.2.4 Creating mass redactions
You can use the mass redact option to apply full-page redactions of any type to a set of pages in
your document. To apply mass redactions, perform the following steps:
1. Click
. The Mass Redact Options popup appears.
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2. Select the type of redaction to apply. You can select from the following:
Black - creates a solid black box, like using a black marker.
n Cross - creates a white redaction box with a black border and a black X from corner to corner.
n Text - creates a white redaction box with black text. In the Text Options section, you can select
the font size and text to apply to the redactions. To apply custom text, select <Enter
Custom Text> from the Text drop-down menu, then enter the text in the Text field.
n White - creates a solid white box with a gray border. The gray border won't be printed or produced.
3. Specify a range of images to apply the redaction to. Select Pages and enter a set of pages or select All
pages in document to apply the full-page redactions to the entire document.
4. Click OK. The redactions are applied to the set of pages you specified.
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5.3 Editing markups
To resize a single markup, click inside the markup shape. White dot controls will appear on the
corners and edges of the markup. Select any control and drag to resize the markup.
You can move or delete markups individually or as a set. To select multiple markups, click the
selector tool
and drag across the markups. Alternatively, press Shift or Ctrl and click to select
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individual markups, or click Ctrl + A to select all markups on an image. Controls will appear on the
corners and edges of all selected markups.
To move, click and drag the selected markups to a new location. You can also move selected
markups using the arrow keys. Each time you hit an arrow key, the markups move 10 pixels in that
direction. For finer control, hold Ctrl while pressing an arrow key, and the markups move only 1
pixel in that direction.
To delete, right-click a selected markup and click Delete, or press the Delete key and click Yes on
the Confirm Delete popup. All selected markups are deleted. For Mac users, press Fn + Delete.
Note: If you have a full-page redaction applied to an image, then you apply an additional full-page
redaction, the most recently applied full-page redaction appears on top. If you then delete the second
redaction, the first full-page redaction persists.
5.3.1 Working with overlapping markups
If you have multiple markups on a page that overlap each other, when you hover over the markups,
translucent controls will appear. Click the markup you want to work with, and the controls become
active to indicate which markup is active. In the following example, the black box redaction is
active.
5.3.2 Editing redaction text
To edit the text in a text box redaction, perform the following steps:
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1. Right-click the redaction and select Edit. The Enter Redaction Text popup opens.
2. Enter the new redaction text in the field and click OK. The new text appears in the redaction.
5.3.3 Editing font size in text box redactions
The font size for text box redactions defaults to fill the entire text box. To edit the font size, perform
the following steps:
1. Select the text box redaction(s). You can press Ctrl or Shift and click to select multiple text box redactions.
2. Click the Font Size tool
ted text box redactions.
and select a font size. The font size is applied to the text in all selec-
When you create a new text box redaction, the last selected font size is automatically applied to the
text.
5.4 Mass deleting markups
You can mass delete markups from a single page, from a range of pages, or from your entire
document at once using the delete redactions and highlights option. To mass delete markups,
perform the following steps:
1. Click
. The Mass Delete Markup Options popup appears.
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2. Select the markup types you want to delete. You can select Non full-page redactions, Full-page redactions, Highlights, or any combination of these.
3. Select the range of pages from which to delete the selected markups. You can select This page, Pages
(enter a set of pages), or All pages in document.
4. Click OK. The selected markup types are deleted from the range of pages you selected.
5.5 Controlling markup visibility
You can toggle redaction visibility between visible, transparent, and invisible. Use the Change
Markup Visibility button
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to change the setting.
Click once to set the markups to transparent.
Click a second time to set the markups to invisible. The redactions are not deleted, just temporarily hidden.
Click a third time to return the markups to full visibility.
5.6 Viewing markup history
To view the history of any highlight or redaction, right-click it and select Show Markup History. The
Markup Information popup appears with information identifying each action, the user who
performed the action, and the date and time at which the action was performed.
5.7 Using the Markup Navigation pane
In the viewer, you can locate markups in a document using the Markup Navigation pane. To open
this pane, click
in the lower left corner of the viewer. The Markup Navigation pane displays a
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list of all redactions and highlights that reviewers created in the document, as well as references to
their page numbers and parent markup sets.
You can click the markup type hyperlink to jump to the page where the markup occurs. In addition,
Relativity updates the active markup set to the one associated with your hyperlinked selection in the
Markup Navigation pane.
6 Persistent highlight sets
Persistent highlight sets allow you to configure and apply term highlighting to assist with document
review in the viewer. In the Persistent Highlight Pane of the viewer, you can see all sets saved in a
workspace and apply or hide term highlights in the document you're reviewing.
If a document you're reviewing contains any of the terms specified in a set, the list of terms and the
number of times they appear in the document appear under the set. If a document contains no
terms from the set, you can't expand or collapse the set in the tree. If the document contains some
terms in the set, only the terms that exist in the document appear below the set name.
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Administrators can control which highlight sets different users see when working within a document.
See Workspace security in the Admin guide.
Persistent highlight sets are independent of markup sets. See Markup sets in the Admin guide.
Using persistent highlight sets
You’re a Relativity administrator and one of your clients, a medical patient advocate group, is suing
a hospital system because their IT department accidentally allowed a security breach that resulted
in the theft of thousands of patients’ social security numbers and pieces of personal health
information.
The data set you need to review for this case includes thousands of emails, invoices, and other
notifications containing references to the pieces of information that were compromised in the
breach. You need to equip a small group of reviewers with everything they need to find relevant
documents as quickly as possible. You want your reviewers to find and code all files related to the
following:
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Social security number
Biometrics
Medicare
Insurance
Diagnosis
Treatment
Beneficiaries
You created coding layouts, views, and search indexes, and now you want to enable your reviewers
to quickly and easily locate instances of these terms in the documents they’re reviewing. For that,
you use persistent highlight sets.
You create a new persistent highlight set with a name of “Patient Privacy,” which is congruent with
the other objects you’ve already set up for this case. You give this set an order of 10 and you select
Terms for the Source field choice. Then, in the Terms field, you enter the terms most prevalent to
the data set and the specific highlight colors in which you want those terms to appear.
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When you save this new persistent highlight set, reviewers can select it from a menu for every
document they load in the Viewer. When they apply highlights, the document instantly points
them to the locations of each term that appears. From there, they can easily tell if the document is
responsive and if it’s worthy of being coded for some of the issues you’ve defined in this case. With
this new persistent highlight set, you’ve expedited and ensured a thorough document review
project.
6.1 Getting started with persistent highlight sets
Persistent highlight sets are created on the Persistent Highlight Sets tab of a workspace. Each set
includes a list of terms populated manually or from a source field in the set configuration. After you
create a persistent highlight set, the set and its terms are available in the Persistent Highlight Pane
of the viewer.
The following persistent highlight set includes several terms with highlight color-coding. See Colorcoding persistent highlights on page 42 for more information.
This set is available when a user opens the viewer and any edits made to this set are reflected
immediately.
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6.1.1 Showing and hiding persistent highlight sets in the viewer
To view the list of available persistent highlights sets and related terms in the Persistent Highlight
pane, click the Show/Hide Persistent Highlight Pane icon
the pane, click the
on the left side of the toolbar. To hide
icon again.
Click the + sign next to a persistent highlight set to expand it and show the list of terms from that set
found in the document. By default, all persistent highlight sets are enabled in the viewer, and terms
found in a document are selected in the Persistent Highlight Pane and highlighted in the document.
Click a persistent highlight set's name or the
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icon to hide all term highlights from the set in the
viewer. When a persistent highlight set's icon is and the terms appear partially transparent in the
Persistent Highlight Pane, the term highlights for the set are hidden in the viewer.
Note: The Persistent Highlight pane only shows the term count for the current page open in the viewer.
Navigate between pages using the viewer paging control to view the persistent highlight term count for
other pages of the open document.
Clear a term's check box to hide its highlights in the viewer. Select its check box to apply
highlighting for the term in the viewer again.
If any of the set’s terms aren't present in the current document open in the viewer, they don't
display in the Persistent Highlight Pane. For example, if you created a set named Investments that
contains five highlight terms, and only three of the terms show in the pane for a particular
document, the other two terms aren't present in the document.
When you select a persistent highlight term in the Persistent Highlight Pane, in addition to
highlighting all instances of that term in the body of an email, the viewer also highlights instances of
the term in the email header.
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If a document doesn't contain any terms found in a set, you won't have the + expand option for the
set in the pane. It is possible to have many highlight sets enabled but no highlights appear in a
document.
Selections made in the Persistent Highlight pane persist throughout a user's session in Relativity.
This includes any of the following changes related to the Persistent Highlight Pane in the viewer:
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Showing or hiding the Persistent Highlight Pane.
Enabling or disabling a persistent highlight set.
Expanding or collapsing the term list for a persistent highlight set.
Checking or clearing terms check boxes in a persistent highlight set.
6.1.2 Navigating highlighted terms in the viewer
To navigate between terms highlighted on a document in the viewer, use the Go to Previous
Highlight
and Go to Next Highlight
buttons on the viewer toolbar.
The Go to Previous Highlight and Go to Next Highlight buttons only navigate between terms
enabled in the Persistent Highlight Pane.
When navigating through a document's highlighted terms, the following notification informs you
when you reach the beginning or end of the document and there are no more highlights.
6.1.3 Persistent highlight set behavior across viewer modes
Note the following regarding persistent highlight set behavior as the reviewer moves from
document to document, changes viewer modes, and uses pane toggles:
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Any changes made to a persistent highlight set tree in the panel when the viewer is undocked, such as
terms selected or unselected, will display when the viewer is docked again.
A synced stand-alone viewer won't display changes made to a persistent highlight set, such as terms
selected or unselected, in the pane of the main viewer. However, Persistent Highlight Pane settings
remain the same in the stand-alone viewer as the reviewer goes from doc to doc within the stand-alone
viewer.
The Persistent Highlight Pane maintains its current state when you swap viewer panes.
The Persistent Highlight Pane in Extracted Text mode and Viewer mode are independent of each other.
A change made to the pane in Extracted Text mode is not automatically reflected when the reviewer
switches to Viewer mode and vice versa.
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See the Viewer documentation in the Admin Guide.
6.2 Creating persistent highlight sets
To create a new persistent highlight set, follow these steps.
1. In a workspace, select the Persistent Highlight Sets tab.
2. Click the New Persistent Highlight Set button to display the default Persistent Highlight Set layout.
3. Complete all required fields in the persistent highlight set information section. See Fields below for
details.
4. Click Save to create a new set
Note: Verify that reviewers are not actively reviewing documents when creating Persistent Highlight Sets.
Creating Persistent Highlight Sets while reviewers are actively reviewing documents can cause errors.
6.2.1 Fields
Persistent highlight sets include the following fields.
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Name is the descriptive name under which you want this set to appear in the Viewer and item list.
Order is the order in which you want this set to appear.
Source determines the area that will be drawn from when designating characters to be highlighted and
displayed in the Viewer. There are two options:
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Highlight Fields designates fields as the source of highlighting. Selecting this radio button means
you must select a Highlight Field in order to save this set.
Terms designates terms as the source of highlighting. Selecting this radio button means you
must enter terms into the Terms field below to save this set.
Highlight Fields allows you to choose the field referencing the list of terms to be highlighted. Click
to bring up the system view called Field Picker on Persistent Highlight Sets, which displays the Name
and Object Type for applicable multiple object fields, including those created by Search Terms Reports.
To select the desired Highlight Field, check the field’s box, click Add, and click Set. The field is displayed
on the layout. See Using the highlight fields source on page 44.
Terms allows you to enter terms to be highlighted and the color code with which to distinguish them in
the Viewer. See Entering highlight terms below.
Note: Persistent highlighting created by using search terms reports or other multiple object fields
requires version 6.9 or higher of the Relativity web interface and Viewer. Users will receive an error
message indicating that persistent highlighting is unavailable if they are using an incompatible
version of the Viewer.
6.3 Entering highlight terms
If you choose Terms as the source of your highlighting, you will have to enter them in the Terms
field text box in order to save the new highlight set. You also have the option of specifying colorcoding to these terms to make them appear in your desired colors in the Viewer.
6.3.1 Color-coding persistent highlights
When you enter a term in the Highlight Terms box, you can also specify the color for both the text
and the background. Use the following format to color-code your persistently highlighted text:
[background color];[text color];[term to be highlighted]
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For example, enter “3;16;Relativity” to highlight Relativity with dark green background and white
text. The following table includes available color codes.
Color name Color
[Default]
Black
Dark red
Dark green
Dark yellow
Dark blue
Dark magenta
Dark cyan
Light gray
Gray
Red
Green
Yellow
Blue
Magenta
Cyan
White
Number
0
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
If you enter terms with no color-coding, the background will be magenta and the text black.
Note: Default has different implications for text and background. The default background color is white and
the default text color is black.
6.3.2 Guidelines for adding terms or phrases
Use the following guidelines when adding terms or phrases:
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Enter a term that you want highlighted and press Enter. You can enter multiple terms but each one
must be on a separate line.
Enter terms for persistent highlighting exactly as they appear in the document. Don't use quotation
marks and connectors.
Note: Quotation marks are not compatible with persistent highlighting, which automatically
searches for an exact phrase. You don't need to use quotation marks, which will result in slower
document loading speeds.
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Keep lists simple. Do not use punctuation, special characters, operators, or dtSearch syntax.
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Operators including “AND” or “OR”, are not utilized as in keyword searching. If used, Relativity
will look for the exact phrase including “AND” or “OR”. For example, you entered these search
terms: Apple AND Banana. Relativity would highlight the entire phrase “apple and banana” in the
document. Separate occurrences of apple, and occurrences of banana would NOT be
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o
highlighted.
Wildcards are supported in persistent highlight set terms. You can view highlighted terms that
contain a * (asterisk) character, including a wildcard in the middle of a term. For example:
Note: Wildcards in persistent highlight terms do not respect special characters for highlighting in the
HTML5 viewer. For instance, if a term contains test* then only the word test will highlight.
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term* matches and highlights any word that starts with "term" with zero or more following characters.
*term matches and highlights any word that ends with "term" with zero or more preceding characters.
*term* matches and highlights any word that has "term" in it with zero or more preceding or following characters.
Do not enter duplicate terms.
Identify and remove terms with large hit counts.
List variations of a term first and enter the root term last.
If the list of terms is large (>100 terms), use Highlight Fields with a Search Terms Report.
6.4 Using the highlight fields source
Using the Highlight Fields source in a persistent highlight set allows you to choose a field
referencing a list of terms to highlight.
Select the Highlight Fields source, then click the
to open the field picker on Persistent Highlight
Sets system view. This system view displays the Name and Object Type for applicable multiple
object fields, including those created by Search Terms Reports.
Note: Persistent highlights generated by a Search Terms Report don't automatically update after you load
new data into a workspace. You must rebuild the dtSearch index to incorporate the text from new
documents.
In the following example, the picker view shows all completed Search Terms Reports in the
workspace of the Report and Tag type. To select a Highlight Field, check the field’s box, click Add
followed by Set. The field appears on the layout.
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When using a Search Terms Report as the highlight fields source, the number of terms that
Relativity searches for will vary among different records. Relativity only looks for the terms listed in
the Search Terms Report for that document.
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6.4.1 Best practices
Consider the following guidelines when creating or adding terms using Search Terms Reports as the
highlight fields source:
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Enter terms exactly as they appear in the document.
Do not use operators such as AND and OR. Operators including “AND” or “OR,” are not used in
keyword searching. If used, Relativity will look for the exact phrase including “AND” or “OR.” For
example, if you entered these search terms: Apple AND Banana, Relativity would highlight the entire
phrase “apple and banana” in the document. Separate occurrences of apple, and occurrences of
banana would NOT be highlighted.
Wildcards are useful in some cases. For example, the search term appl* will highlight apple, application,
applies, and so on. An excessive use of wildcards will affect performance. Leading wildcards such as *itting, are not recommended. Using asterisks in the middle of a term will not count as wildcards.
Avoid using advanced dtSearch functionality, including proximity, stemming, and fuzziness.
Persistent highlighting does not understand proximity searching. If you enter the phrase “Relativity w/5 kCura” as a search term, the search term report will use a dtSearch to find and tag all documents that meet those criteria. However, persistent highlighting will function differently than
the dtSearch, as it will look for the term Relativity, a space, the letter w, any special character
(instead of “/”), the number 5, a space, and then the term kCura.
o Persistent highlighting does not understand the stemming character (~). If you enter the term
“apply~” as a search term, the search term report will find and tag all documents with the word
apply, or any document that stems from apply, including applied, applies, application, and so
on. However, persistent highlighting will look for the term “apply” followed by any special character, so you will not see the expected terms highlighted.
In Search Terms Reports, you can work around these limitations by using the Dictionary Search function to identify search terms using stemming or fuzziness. Copy the list of terms returned in this search.
Paste them in the Add Terms box on the Search Terms Report form. You will enhance your search term
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list, while avoiding errors caused by special characters.
6.5 Importing search terms for persistent highlighting
To import search terms to use as a source for persistent highlighting, perform the following
procedures.
6.5.1 Relativity component setup
Before importing search terms, use the following steps to create a Relativity Dynamic Object to
handle the data.
1. Navigate to the Object Type tab in your workspace.
2. Click New Object Type.
a. Provide a name for the new object in the required Name property.
b. Keep all remaining properties at their default values.
c. Click Save.
3. Navigate to the Fields tab.
4. Click New Field to create the field that will hold the persistent highlight color information and that will
connect your Dynamic Object to the Document object.
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5. In the New Field form, specify the following properties:
a. Object Type: <Dynamic Object created in step 2>
b. Name: Highlight Colors
c. Field Type: Fixed-Length Text
d. Length: 10
e. Keep all remaining properties at their default values.
f. Click Save and New.
6. Create a new field to link your Dynamic Object and the Document object. Specify the following properties:
a. Object Type: Document
b. Name: <User preference>
c. Field Type: Multiple Object
d. Associative Object Type: <Dynamic Object created in step 2>
e. Keep all remaining properties at their default values.
f. Click Save.
7. Navigate to the Persistent Highlight Sets tab in your workspace.
8. Click New Persistent Highlight Set.
9. Create a new set with the following properties:
a. Name: <User preference>
b. Order: <User preference>; this controls the position of this set in the Persistent Highlight Tree in
the Viewer.
c. Source: Highlight Fields
d. Highlight Fields: <The name of the field created in step 6b.>
e. Click Save.
6.5.2 Importing terms
To import a CSV or other Relativity-supported load file containing terms, use the following
procedure.
1.
2.
3.
4.
5.
6.
7.
Open the Relativity Desktop Client.
Select the workspace you are importing into.
Select the Dynamic Object you created above from the object drop-down menu.
Select Tools from the top menu.
Select Import | <Dynamic Object> load file.
Select your terms load file and corresponding delimiters.
Map the field in your load file that contains the terms to the Name field in Relativity.
Here you can also import Relativity Highlight Color. You must have this information in the load file
contained in a field in the following format: text color; highlight color (for example, 15;9). If you do not
have this information in the load file, you can manually enter it for terms in Relativity. Because the
latter can be time consuming, we recommend having this information in the load file if possible.
8.
9.
10.
11.
12.
13.
Click Import to import the terms.
Navigate to the object tab you created in step two of the Relativity component setup section.
Click on a term.
Select the layout you want to use from the drop-down menu.
Click the pencil icon to edit the layout.
Click Add Associative Object list.
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14. Use the drop-down menu to select the field you created in 6b of the Relativity component setup section.
15. Set the View field to your preferred document view.
16. Set the Link View field to your preferred document view.
17. Click Save.
18. Click Link.
19. Select all documents.
20. Click Add.
21. Click Set.
22. Repeat steps 10 through 22 on each term.
23. Verify that the terms are highlight through the following:
a. Open a document in the workspace.
b. Open the Persistent Highlight Tree in the Viewer.
c. Note the presence of the newly created Persistent Highlight Set and verify that terms are highlight in the appropriate colors.
6.6 Creating efficient searches for persistent highlighting
Creating efficient searches will improve the performance of persistent highlighting, whether you're
working with a Terms Search or Highlight Fields. Use the following guidelines to create efficient
searches.
Avoid the following when writing searches for persistent highlighting:
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Do not use "AND" or "OR" connectors. Persistent highlighting will look for the exact phrase "trade and
complete" instead of the word "trade" and the word "complete."
Do not use proximity, fuzziness, and stemming search logic. The system ignores the dtSearch syntax.
Your terms will not be highlighted if you use these advanced searching features, even though the
search terms report Count column lists the number of matching terms. For example:
The search term “oil w/10 water” will look for the exact phrase oil w/10 water.
If you enter the term “apply~” as a search term, persistent highlighting technology will look for
the term apply followed by any special character, so you will not see expected terms highlighted.
Avoid using terms with a large number of hits per document because persistent highlighting will highlight each hit. For example, it will take longer to load a Word document containing 1,000 instances of a
single term or an Excel document with a high frequency of the same number.
Avoid using terms that only occur once in a document. Use search terms reports for those terms so
that they do not strain the system searching each document.
Avoid long lists of numbers, such as Bates numbers or account numbers. They can bloat the search.
Do not use duplicate terms.
o
o
n
n
n
n
Use the following techniques to optimize your searches:
n
Use the dtSearch Dictionary to identify variations of a term instead of using wildcards.
o
o
Identify which terms should be in the highlight set and which terms are not necessary.
You may want to avoid highlighting terms with high word counts.
Relativity | User Guide - 49
Note: To highlight terms using objects, create a fixed-length text field for your object called Relativity
Highlight Color. You can enter color-coding in this field using the format: [highlight color];[text color].
7 Search terms reports
Search terms reports provide the ability to identify documents containing specific keywords or terms
that are important to a case. You can enter multiple terms and generate a report listing the number
of hits for each term in a document. You can determine the output of the report by selecting one of
the following type options:
n
n
Report Only - Creates a report that includes the number of hits for each term or phrase. (A hit indicates
one or more uses of the term or phrase in a document.)
Report and Tag - Creates a report that includes the number of hits for each term or phrase in addition
to the following:
o
o
Creates a multiple object field named after the search term report with the prefix STR.
Tags the documents using the multiple object field with the search term(s) found.
You can also use the field created with the report and tag option in your persistent highlight sets.
When you select a search terms report for use with a persistent highlight set, the report determines
which terms or phrases are highlighted in the documents viewed through the core reviewer
interface.
Using search terms reports
You’re a Relativity system admin at a law firm and one of your clients, a construction company, is
involved in litigation regarding the use of materials that they weren’t informed were potentially
environmentally damaging when they purchased them from a major supplier.
There are roughly three million files related to this case, including emails, email attachments,
invoices, and technical manuals related to construction practices and material handling.
Before you begin review, you want a report that tells you how many times the names of toxic
substances appear in the documents. To get this, you create a new search terms report. You give it
a name congruent with a number of the other objects you've created for this case, "Hazardous
Materials search terms report." For the Index field, you select the dtSearch index you already
created for your reviewers. Since you don't need to actually tag the documents that contain the
terms you want to include, you select the Report Only option for the Type field. For the Searchable
Set field, you select the set of documents you specified when you created the saved search for the
dtSearch index data source. Finally, in the Add Terms field, you enter the substances you want
reported on, which are the same ones included in your client's lawsuit and the same ones for which
you've already created choices for an issue coding field. These terms are:
n
n
n
n
lead
asbestos
asphalt
radioactive isotopes
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You save and run the report and the results tell you how prevalent these terms are syntactically
represented in the data set that your reviewers are about to start reviewing. You now have a better
idea of what lies ahead.
7.1 Guidelines for using search terms reports
Use the following guidelines to ensure that your search terms report properly highlights the
required terms:
n
n
n
n
Define a saved search using conditions that return the required group of documents for the Searchable
Set. Persistent highlighting applies only to documents in the searchable set. If including relational
group, only related items in the searchable set are counted.
Confirm that the dtSearch used for the search terms report has been used to index all the documents
in the Searchable Set.
Select Report and Tag in the Type radio button list for the report. If you don't select this option, then a
multiple object field isn't created for the search terms report, and you can't select it in the Highlight
Fields option when creating a persistent highlights set. See Persistent highlight sets on page 35.
When you use search terms reports for persistent highlights, only the terms in documents associated
with the current reports appear highlighted. If you add new search terms to the reports, you must run
pending terms so that they appear highlighted in documents.
7.2 Creating a search terms report
To create a new search terms report, follow these steps:
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1. Navigate to the Reporting tab. The Search Terms Reports tab opens by default.
2. Click New Search Terms Report.
3. Complete the fields on the form. See Fields below.
4. Click Save.
After saving the search terms report, the Search Terms Report Status section and Search Terms
Report console appear. As the status section indicates, you must add terms to your new report. See
Adding or editing terms and highlight colors below.
7.2.1 Fields
Search terms reports contain the following fields:
n
n
n
n
Name - the search terms report’s name.
Index - the index used to create the report. Select only dtSearch indexes.
Searchable set - a saved search that includes the set of documents used to create the report.
Type - select one of the following options:
o
Report and tag - creates a report that includes the number of hits for each term or phrase in
addition to the following:
l
l
o
n
Creates a multiple object field named after the search term report with the prefix STR, i.e.
STR - Industry terms.
Tags each document containing search hits using the STR multiple object field with the
search term(s) found in each document.
Report only - creates a report that includes the number of hits for each term or phrase.
Calculate unique hits - if set to Yes, this setting includes a Unique hits value for each term in the search
terms results. Unique hits is the count of documents in the searchable set returned by only that particular term. If more than one term returns a particular document, that document is not counted as a
unique hit. Unique hits reflect the total number of documents returned by a particular term and only
that particular term.
Note: Unique hits can help you identify terms in your search terms report that may be overly inclusive.
n
Include relational group - includes the "Documents with hits, including group" counts for each term in
the search terms results. This value counts the documents with hits for each term as well as all documents in the same relational group as the documents with hits. Include relational group only includes
hits of related items in the searchable set. It will not look outside of the searchable set. Click the ellipsis
and select a relational group to include.
7.2.2 Adding or editing terms and highlight colors
To add or edit terms for your search terms report:
Note: You must create a Persistent highlight set for highlighted terms to appear in your documents. See Persistent
highlight sets for more information.
1. To open the terms management screen, click on the name of your Search terms report.
2. Click Modify Terms from the Search Terms Report console. The Search Terms report window opens.
Relativity | User Guide - 52
3. To add new terms, enter your terms in the large text box under the New Terms heading so that each
term appears on a separate line.
Alternatively, click the Dictionary link to display the Dictionary Search pop-up, where you can perform
searches using fuzziness, proximity, and stemming. See Running a Dictionary search in the Searching
guide. Click Copy to List to add the Dictionary search results to the New Terms text box.
Note: Each line is treated as an individual dtSearch query. For more information about dtSearch, refer to the
Searching Guide .
4. To move your new terms to the existing terms list, click Add Terms. A single term has a character limit
of 450. A confirmation message displays with the count of new terms added and duplicate terms
ignored.
5. (Optional) To change the background color and text color for one or more of the terms, select the checkbox next to the term(s) and select the background color and text color using the drop-down menus.
See the preview text to verify that the resulting highlighted text is readable. Click Apply Color.
Note: By default, highlighted terms appear as black text with a magenta background.
6. To return to the search terms report screen, click Done.
After adding new search terms to an existing report, you must run the terms so that they appear
highlighted in documents. See Running a search terms report below for details.
7.2.3 Deleting terms
To remove terms from the search terms report:
1.
2.
3.
4.
To open the terms management screen, click Modify Terms.
Under Existing Terms, select the checkbox next to the term(s) you want to remove.
Click Delete.
To return to the search terms report screen, click Done.
If you remove search terms from the reports, the terms automatically disappear from the search
terms report results. You must run the report again for accurate totals in the status bar and when
using View Term Report.
7.3 Running a search terms report
You generate a search terms report by using the options available in the search terms report
console. The console appears after you save a search terms report or when you open an existing
report from the Search Terms Report tab.
The console includes the following options:
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n
n
n
n
Modify Terms - opens the terms management screen. On this screen, you can add new terms to the
report, apply text and background highlight colors, and delete existing terms from the report.
Run All Terms - generates counts for each term. Use this option when generating the report for the
first time or if you want to regenerate counts for all terms in the report. Run all terms after adding new
documents to the searchable set. See Search terms reports on page 50.
Run Pending Terms - updates an existing report. It runs a report on only those terms with a Pending
status.
View Results - opens the Search Terms Results page. This page displays the report results, listing the
number of document hits for each term.
The Search Terms Results page provides the following:
o
o
Name - search term included in search terms report.
Documents with hits - the number of documents in the searchable set that contain the search
term.
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Note: Documents with hits is not security-aware or influenced by permissions. This means that it
includes documents the user can't view in a basic search. For example, a user could perform a dtSearch
that returns a total of five documents, including two inaccessible documents. Even though the user can
only view three documents, the search terms count still includes all five documents originally tagged
with the search term.
Documents with hits, including group - counts the documents with hits for each term as well as
all documents in the same relational group as the documents with hits. The count only includes
hits of related items in the searchable set. It will not look outside of the searchable set.
o Unique hits - counts the number of documents in the searchable set returned by only that particular term. If more than one term returns a particular document, that document is not counted as a unique hit. Unique hits reflect the total number of documents returned by a particular
term and only that particular term.
o Last run time - timestamp when the search terms report last ran.
o In this page, you can also access a list of any terms that failed during the creation of the Search
Terms Report. To read these error messages, change your view to Search Terms Results Details.
View Term Report - In the Search Terms Report console, click View Term Report to open the graphical
search terms report. You can print or save the report. To save, select a file type at the top of the report.
Retry Errors - attempts to regenerate the report for search terms that returned error messages.
Refresh Page - updates the information displayed on the page.
o
n
n
n
7.3.1 Search terms report status
After running a search terms report, the search terms report status section appears. It lists the
search terms report name and status. The status indicates the current progress of the report. This
field contains either Searching your terms, Completed, or Error.
This section also provides a summary of the search terms report and its results:
n
n
n
n
Number of terms - total number of terms run in the search terms report.
Documents in searchable set - total documents in the designated searchable set.
Total documents with hits - the number of documents in the searchable set that contain the search
term.
Total documents with hits, including <relational group name> - counts the documents with hits for
each term as well as all documents in the same relational group as the documents with hits.
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7.4 Accessing tagged documents using the Field Tree browser
After you run a search term report with the Report and Tag option enabled, Relativity creates a
folder in the Field Tree browser with documents grouped by tags found by the search term report.
The folder is named after the STR multiple object field created by the search term report.
Click a search term tag in the Field Tree browser to view documents in your searchable set tagged
with the selected term. You can also email a link to the tagged documents by right-clicking the tag
results and selecting Email Link.
7.5 Using tagged search terms in a saved search
After you run a search term report with the Report and Tag option enabled, Relativity creates
choices for each of the terms that you specified. You can then use these choices as criteria in a
saved search.
Use this procedure to create a saved search using tagged search terms:
Relativity | User Guide - 56
1. Follow the instructions for setting fields in the Information and Search Conditions sections on a saved
search.
2. In the Conditions section, select your search term report in the Field box and select a condition in the
Operator box.
3. In the Value field, click
to display the Select STR dialog.
4. On the Select STR dialog, perform these tasks:
a. In the Field box, select your search term report.
b. Select an Operator, such as any of these.
c. Click
to select search terms on the Select Items dialog.
Note: When using the “any of these” operator, each search term must be entered on separate
condition lines to return the correct results (shown below). When using the “all of these” operator,
each term must be entered on a single condition line to return the correct results.
d. Set any other fields as necessary.
5. Click OK. If you added the tagged search terms called energy, oil, and enron, the Conditions section
would appear as follows:
6. Repeat steps 1 to 3 for each tagged search terms.
7. Click Search to run your query.
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8 Searching overview
Relativity includes flexible search features designed to facilitate the document review process.
These easily accessible features support a range of searching needs from filtering on fields and
simple keyword searches to the development of complex queries. The following list summarizes the
searching features available in Relativity.
Filters
You can use filters to limit the documents or items that appear in item lists on Relativity tabs and
pop-ups. When you enable the filters for an item list, you can set criteria on single or multiple fields
so that only matching documents or items appear in the view. Filters query across the searchable
set of documents in the active view to return your results. Relativity supports multiple filter types so
that you can easily choose the best format for different field types. See the Searching Guide for
more information.
Keyword searches
You can run keyword searches from the Documents tab and from Dynamic Object tabs. With these
searches, you can leverage the basic functionality for querying the SQL full-text index populated
with data from extracted text fields. The keyword search engine supports the use of Boolean
operators and wildcards. As the default search engine in Relativity, keyword search automatically
populates with extracted text during data import. See the Searching Guide for more information.
Saved searches
These searches provide you with the functionality to define and store queries for repeated use. With
flexible settings, you can create a saved search based on any Relativity search engine, assign
security permissions to it, and define specific columns to display your search results. Saved searches
support the development of complex queries that you build using a form with search condition
options. These queries run dynamically to ensure that updated results appear when you access a
saved search. See the Searching Guide for more information.
dtSearches
Available on the Documents tab, you can use the advanced searching functionality to run queries
with proximity, stemming, and fuzziness operators, as well as with basic features such as Boolean
operators and wildcards. Relativity administrators can create a dtSearch index for a specific subset
of documents in a workspace, and then assign security to it. They must manually update indexes
when the document search sets used to create them are modified. See the Searching Guide for
more information.
Analytics
Supporting conceptual searching, Analytics includes documents in a result set when they contain
similar ideas or conceptual relationships, rather than matching specific search terms or conditions.
You can create searches with Analytics that categorize your documents based on the concepts
contained in a sample document set. Instead of categorizing documents, you can also perform
Relativity | User Guide - 58
clustering, which uses specific algorithms (system-defined rules) to identify conceptually related
documents. See the Searching Guide for more information.
Regular expressions
Regular Expressions (RegEx) is a form of advanced searching that looks for specific patterns, as
opposed to certain terms and phrases. With RegEx you can use pattern matching to search for
particular strings of characters rather than constructing multiple, literal search queries. You can use
RegEx with a dtSearch index using dtSearch syntax options to construct complex queries.See the
Searching Guide for more information.
Additional features
Relativity provides additional features that make searching easily accessible from the Documents
tab. With the search condition option, you can build queries using the same condition options
available for saved searches. You can click Save as Search
on the Documents tab to create saved
searches based on the criteria defined for keyword searches, dtSearches, Analytics, or the search
conditions option. See the Searching Guide for more information.
Note: If you're interested in learning about the technicalities of how Relativity executes the searches that
you run, see "Searching behind the scenes" in the System Guides section of the Relativity Documentation
Site.
8.1 Search conditions
You can use the search conditions option to build complex queries by selecting fields, operators, and
values. While this feature has the same functionality as the search condition section of the saved
search form, it's conveniently available from the Documents tab and Relativity Dynamic Object tabs.
This option displays up to five rows, with each row representing a separate criterion. Depending on
the type of field you select, different operators appear. You can use this option alone or in
conjunction with keyword searches, dtSearches, Analytics, or Pivot. When you use search options in
conjunction with another search feature, documents must both meet the search criteria and also the
conditions specified.
Note: To use the search conditions option, you must have add or edit permissions for Search and access to
the Saved Searches Browser assigned to you through the Security page. See Workspace security in the
Admin Guide.
To set up search conditions, follow these steps:
1. Navigate to the Documents tab or to a Dynamic Object tab.
Relativity | User Guide - 59
2. Click
to display fields for a search condition. The search conditions
when conditions are active.
icon's appearance changes
3. Set the following options to define a search condition:
n
Left or Opening Parentheses - Use the first box in the row to select a single, double, or triple parentheses for grouping criteria or controlling precedence in the query.
Note: To enable this menu, you must first select a value for Field.
n
n
n
Field - Select a field available in your workspace.
Operator - Select a search operator. The field type determines the available operators. See Operators in the Searching guide.
Value - Enter or select a value. The field type determines the available values.
Note: With date-based fields, you can enter @today as the value instead of choosing a date if “is
before” or “is after or on" operator is selected.
n
n
Right or Closing Parentheses - Use the last box in the row to select a single, double, or triple parentheses to group criteria.
AND or OR Operators - Use these operators to connect the criterion in each row.
To remove your current selections for a condition, click the Clear link for the row.
4. (Optional) Click Add another condition to display another search condition row. Repeat Step 3 to set
the options in the new row. You can set a total of five conditions with the search conditions option. If
your query requires more than five conditions, create a saved search. Creating a saved search in the
Searching guide.
5. Click Search.
6. (Optional) Perform any of the following tasks to work with your search:
n
n
n
Hide Search Conditions - Click . A message appears above the item list indicating that the
search conditions are active.
Save Search Settings - Click . See the Searching guide.
Remove Search Settings - Click the Clear button to remove the current conditions and any
search type settings.
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8.1.1 Canceled queries
You can cancel a long-running search or view by clicking the Cancel Request link. This link
appears when you perform a keyword search, dtSearch, Analytics search, or use Pivot, as well
as when you filter or sort a document or Dynamic Object list. It also appears when you
perform other actions on item lists containing documents or Dynamic Objects that initiate a
query in the background.
When you click Cancel Request, Relativity stops the background query used to populate
documents in an item list. If you edit a search and click this link, your changes save, but the
item list doesn't load. For example, your changes save when you perform a mass edit on a list
of documents in a search and then click Cancel Request when the query is running to
redisplay the updated list.
Note: Relativity creates an audit record in the History tab for canceled queries. The query description
displays the running time of the query and indicates that it was canceled. You must have the
appropriate permissions to view this tab.
The following table explains different scenarios in which you might cancel a running query
and whether the query actually cancels.
Scenario
You start a query and click Cancel Request.
You start a query and close the browser.
You start a query and an administrator resets the
IIS on the server.
You start a query and leave your browser idle for
longer than the session timeout specified in Relativity web.config, regardless of whether you clicked
OK or Cancel on the message from the webpage
popup.
You start a query and click Cancel on the message
from the webpage popup within the session
timeout specified in Relativity web.config.
You start a query and click OK on the message from
webpage popup within the session timeout specified in Relativity web.config.
You start a query and paste a different URL into
your browser, or you refresh the page.
Result
The query is canceled.
The query is canceled.
The query is not canceled.
The query is not canceled.
The query is canceled.
The query continues to run. Relativity returns
you back to the waiting screen (see the first row
of this table).
The query is canceled.
8.1.2 Frequently asked searching questions
This section includes frequently asked questions from Relativity users.
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8.1.2.1 Multiple Terms
Why would I receive an error message saying my query is too complex?
Relativity can't return precise results when a query includes search conditions that are too
complex due to the use of multiple search terms. To avoid this error message, simplify your
search criteria. For example, search for 10 instead of 50 terms in your query. You can save
and tag your search results from each simpler query. This approach allows you to search on
the required terms, while providing better results.
8.1.2.2 Proximity Searches
Why are terms in my proximity search highlighted even when they don't match my
defined W/N criteria?
Relativity highlights terms that meet the requirements of your proximity search as well as the
individual search terms. This behavior doesn't affect the results of your proximity search,
which returns the appropriate documents. For example, the results of a proximity search for
instances of law within three words of order (that is "law W/3 order") includes highlighted
terms of "law" and "order" when they aren't within three words of each other. To
accommodate this behavior, focus only on the results that match the proximity search
criteria, and disregard the other highlighted terms.
8.1.2.3 Using ampersands
Can I use an ampersand (&) in my search queries?
Overall, searching with the & character is unpredictable and gives inconsistent results.
Although the & character is in the search index as a space character it's also reserved as an
operator in dtSearch and can skew search results. In order to get the most accurate results
when searching with the & character use proximity searching instead. Searching with the &
character as a dtSearch operator returns search results as expected.
8.1.2.4 Multiple Conditions
Why do my searches run slowly when I use multiple conditions?
When you add multiple search conditions to a query, Relativity searches on these conditions
relative to each other, which slows down the return of your results. For example, you
experience slow performance when running a query on all email messages received "after
June 1" and "before June 30" of the same year. You can improve performance by using as few
conditions as possible, such as excluding the condition "before June 30". Run the query with
only the condition "after June 1", and then sort or filter your results to display messages
received between the desired dates.
8.1.2.5 Nesting Searches
Can I nest multiple searches in a saved search?
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For performance reasons, we don't recommend nesting multiple searches in a saved search.
You can select a search as a condition, but using multiple searches as conditions slows down
the return of your results. See the Searching guide for more information.
9 Summary reports
Summary reports provide aggregate tallies of field values. Field types available for reporting are
limited to the following:
n
n
n
n
Multiple-choice list
Single-choice list
User
Yes/No
The reports are based on an optional grouping criterion (the vertical axis) and the fields to be tallied
(the horizontal axis).
For example, you can create a summary report with the grouping criterion custodian, where the
field to be tallied is responsiveness. The report will show the number of documents that have been
tagged with each responsiveness value per custodian.
Using summary reports
Imagine you're a system admin, and the review manager for your firm requests metrics on the job
performances of reviewers. You want to be able to track the effectiveness of each reviewer by
retrieving information about how many documents he or she reviews per day along with how many
they code as responsive, not responsive, or unsure.
You create a summary report that lists the number of documents reviewed by the reviewers and
export the report to excel to pass on to the manager.
9.1 Creating and editing a summary report
To create a summary report, follow these steps:
1.
2.
3.
4.
Click the Summary Reports tab.
Click New Summary Report, or if you're editing an existing summary report, click Edit.
Complete the fields on the form. See Fields on the next page.
Click Save.
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9.2 Fields
n
n
n
Folders - located in the browser to the left of the form, folders allow you to specify the scope of the
report. You can report on the entire case workspace or only on specific folders and subfolders.
Name - the title of the summary report.
Group By - an optional field that allows you to select a grouping criterion for the report. Grouping criteria appear as rows on the report.
o
Leave the group by field blank to display only a summary with no grouping.
o
Click
to select your grouping condition.
Note: You can use filters to quickly find your field.
n
n
Report on subfolders - a yes/no field that allows you to report on just a folder or a folder and its subfolders. Defaults to "Yes," which reports on folders and their subfolders.
Columns - allows you to select which fields are tallied. Selected fields are displayed as columns on the
report.
Relativity | User Guide - 64
o
o
Add Columns - allows you to add columns to the report. Click the Add Columns button and
select the checkbox for each field you want to tally. You can use filters to quickly find the desired
fields. Only multi-choice list, single-choice list, user, and yes/no fields can be reported on.
Remove selected columns - allows you to remove fields from your columns section.
10 Tabs
A workspace contains tabs that provide you with easy access to different Relativity features,
including documents, search terms reports, views, and other default functionality. Relativity is a
highly customizable platform. You can apply any template with a tabs arrangement that best serves
your review needs. Some workspace templates also include custom tabs for specialized
functionality.
You can add custom tabs in workspaces or at Home. Users with admin rights also have access to a
Tabs tab from Home. The functionality of this Tabs tab is the same as the Tabs tab in a workspace.
In addition, Relativity automatically creates a tab when you add a new object type. If you are
developing a custom application, you may want to obtain the globally unique identifier (GUID) for a
tab. For information about obtaining GUIDs, see Basic concepts for the application framework on
the Relativity 9.2 Developers site.
Using tabs
You're an admin facilitating a document review project involving thousands of patients whose
private personal health information was stolen during a security breach.
You're in the process of creating an application for tracking the many attorneys associated with this
litigation, and you want to add to this application a list of all the law firms where these attorneys
work to go along with the master list of attorney names you've already created.
To do this, you want to create a new tab to hold the names of these law firms. You go to the Tabs
tab and create a new tab with a name of Law Firms and an order of 10. You keep the Link Type field
at its default value of Object. For the Object Type field, you select the Law Firm object type, which
you just created as one of the several objects that will make up the application you're creating.
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Once you save the Law Firms tab, you can now populate it with the names of firms that employ the
many attorneys involved in your case.
10.1 Creating and editing tabs
To create or edit a tab, follow these steps:
1.
2.
3.
4.
Click the Tabs tab.
Click New Tab. If you're editing an existing tab, click Edit.
Complete the fields on the form. See Fields on the next page.
Click Save.
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10.2 Fields
n
n
Name - the tab’s name. This field must be between 1 and 50 characters. Be as concise as possible when
naming tabs.
Order - represents the position of the tab by a numerical value. It can be any positive or negative
integer. No decimals are allowed. The lowest-numbered tab will be the leftmost tab. The highestnumbered tab will be the rightmost tab. Items that share the same value are sorted in alphanumeric
order.
Note: It’s always a good idea to set tab order by 10's, starting with 10, then 20, then 30, etc.
Numbering in groups of 10 allows you to insert an item into any position later in the workspace,
without the need to reorder (for example, you can use 10, 20, 25, 30, 40 to insert a new tab between
20 and 30).
n
n
View Order - when clicked, displays a list of active tabs and their current order.
Link Type - determines the type of tab you want to create:
o
o
Object - creates a tab for a non-document object in your workspace.
External - allows you to link to any URL or object type in Relativity.
Note: Selecting External from the Link Type menu causes the Link field to appear below the Parent
field. In the Link field, you can enter a web address to link to a URL.
You can create a link from a tab to an Relativity Dynamic Object (RDO) or a script, using either an
Artifact ID or GUID. To create links to other objects, you must use their GUIDs. For information
Relativity | User Guide - 67
about working with objects that don't have GUIDs, see Assigning a GUID to an object on the next
page.
Use the following token to link to an object: ObjectArtifactIdentifier=[identifier], where
[identifier] is the GUID of the object, or in the case of RDOs and scripts, the GUID or Artifact ID.
For example, you would use the format ObjectArtifactIdentifier=736b1c1f-d22f-43cf-9094cc8acf94c60 to create a link from a tab to the object with this GUID.
Use the following case insensitive text replacement options to customize the URL, allowing you
to display current details about your workspace:
Text Replacement Option
%AppID%
%ApplicationPath%
%ArtifactTypeID%
%AssociatedArtifactID%
%AuthenticationToken%
%ConnectorfieldArtifactID%
%ParentArtifactID%
%SystemID%
%SelectedSearchArtifactID%
Replacement Text
AppID=<Current Workspace ID>
The actual application path
ArtifactTypeID=<Current ArtifactTypeID>
AssociatedArtifactID=<Current Instance Artifact ID>
AuthenticationToken=<New Authentication Token>
ConnectorFieldArtifactID=<Current Connector Field
Artifact ID>
ParentArtifactID=<Current Parent ArtifactID>
SystemID=<Current System ID>
SelectedSearchArtifactID =<Current Search Artifact ID>
Parent - establishes the tab as a parent tab. This allows existing tabs to be set as children of the
parent tab, thereby creating a drop-down tab structure. Selecting this changes the layout by hiding the Parent, Object Type, and Is Default fields and bringing up the required Tab Display field.
Parent - allows the tab to be placed as a child tab in the drop-down list of any parent tab.
Object Type - determines which object’s information is displayed in the tab for those specified as Link
Type = Object.
o
n
n
n
n
n
Is Default - allows the tab to serve as the workspace’s default tab. Reviewers logging into the workspace are taken to the default tab. If a reviewer does not have access to the default tab, he or she is directed to the Documents tab.
Is Visible allows you to select this tab from the tab menu.
Relativity Applications - allows you to add this tab to a Relativity application. Clicking
list of available applications.
brings up a
10.3 Nesting tabs
You may prefer to nest several tabs within a parent to reduce clutter in your Relativity interface and
make tabs easier to locate. You must first specify a tab as a parent (step 1) and then specify children
tabs (steps 2-4).
1.
2.
3.
4.
Create a new tab with a Link Type of Parent or edit an existing tab.
Click the Edit link next to the tab you want to nest.
Under the Parent drop-down menu, choose the parent tab name.
Click Save.
Relativity | User Guide - 68
Repeat for each tab you wish to nest. Nested tabs reside in the drop-down menu of the parent. The
tab will disappear from the tab strip and reside below the new tab.
10.4 Assigning a GUID to an object
You need to assign a GUID to a Relativity object that only has an Artifact ID, before you can link a
tab to it. To assign a GUID to an object, you run a SQL script on database for the workspace where
the object resides. This script adds this identifier to the record for the object on the Artifact.Guid
table in the database.
You need to complete this assignment process for all Relativity objects except for the following
cases:
n
n
RDOs and scripts - you can link these objects to tabs using their Artifact IDs or GUIDs, if available. See
Creating and editing tabs on page 66.
Objects in applications - Relativity automatically assigns GUIDs to objects added to applications. For
information about obtaining their GUIDs, see Viewing component GUIDs on the Relativity 9.2
Developers site.For information about obtaining their GUIDs, see Viewing component GUIDs on the
Relativity 9.2 Developers site.
Use the following procedure to assign a GUID to an object:
1. In Relativity, obtain the Artifact ID for an object from the URL used to access it, or by adding the Artifact
ID field to the list view for the object.
2. Log in to your database server. You must be a database admin.
3. Locate the workspace database for the object that requires a GUID.
Relativity | User Guide - 69
4. Execute the following SQL script on the workspace database for the object:
DECLARE @artifactID int = 0 -- Your artifact that is missing a GUID.
IF NOT EXISTS (SELECT 1 FROM EDDSDBO.[ArtifactGuid] WHERE ArtifactID
= @artifactID)
BEGIN
INSERT INTO EDDSDBO.[ArtifactGuid] VALUES (@artifactID, NEWID())
END
SELECT [ArtifactGuid] FROM EDDSDBO.[ArtifactGuid] WHERE ArtifactID =
@artifactID
5. To link a tab to the object, assign the GUID added to the database to the ObjectArtifactIdentifier token.
See Creating and editing tabs on page 66.
11 Transcripts
ASCII transcripts are a type of document you can load into Relativity and review just like any other
type of document. Working with transcripts in Relativity allows you to use three unique features
including: creating word indexes of terms in a transcript, linking to related documents in a
workspace from within a transcript, and inline tagging to add identifiable reference terms to
specific content in a transcript. When processing transcripts, you also have the option to add or
remove header and footer content to and from your transcripts.
Note: Relativity accepts only ASCII transcripts.
Note: You can't print highlights and redactions on a native transcript in the HTML viewer. In order to do
this, you must revert to the ActiveX viewer.
Using transcripts
You're an attorney and have a copy of the deposition from the defendant in the form of a
transcript. Some of the statements made during the deposition conflict with statements made in
certain emails sent by the defendant.
You load the transcript into Relativity and link each statement in the transcript to the conflicting
email and prepare your cross examination.
11.1 Importing transcripts
Importing transcripts into Relativity is the same process as importing any other type of native file.
Use the Relativity Desktop Client to import transcripts with a load file. See Importing document
metadata, files, and extracted text in the Desktop Client guide.
Relativity | User Guide - 70
11.2 Word index
A word index is a list of all non-noise words in the transcript. It includes the page number and line
location of all occurrences of each word. It also includes the total number of times the word appears
in the transcript. Before you can use the word index, you have to process the transcript. See Process
transcripts in the Admin guide.
To access the word index, click the word index icon . The word index is sorted in alphanumeric
order, so it begins with numbers. You can filter the columns to rearrange the order.
The index lists the each term location using the <page number>:<line number> syntax. For
example, 2:15 means the term appears on page 2, line 15.
11.3 Links
Links are references to other documents in your workspace. You can only add links within
transcripts, but you can link to any other document type. Linked text appears green in the transcript.
Relativity | User Guide - 71
11.3.1 Adding a link to a transcript
Before you can create a link, you have to process the transcript. See Process transcripts in the
Admin guide.
To add a link to a transcript:
1.
2.
3.
4.
5.
Open a transcript from the Documents tab.
Highlight the text you want to hyperlink.
Right-click on the selected text, and click Link.
Select the radio button next to the document you want to link to.
Click Set.
Note: All links on the transcript appear in the related items pane.
12 Viewer
Relativity's viewer displays workspace documents. You can use the viewer menu to toggle the
loaded formats of documents, such as native, image, extracted text, or production. Using the
viewer, you can control the form of document that displays in the interface. If a document hasn't
been imaged, you can image documents on the fly in the viewer.
If you don't see the document in the viewer, it either hasn't been loaded to the workspace, its
conversion failed, or you don't have permission to see it.
In every mode of the viewer you have the option to Email Link to Document. By clicking
, you can
quickly send an email with a link to a specific document in Relativity. A new email message window
opens and a secure link to the document copies into the body of the message.
Relativity | User Guide - 72
Note: In all applicable modes of the viewer, you can collapse an email header if the email header field
contains more information than can be displayed on a single line. If you collapse or expand an email
header, the viewer maintains the expanded or collapsed state as you move through documents in the set.
For information on working with transcripts in the viewer, see Transcripts on page 70.
Using the viewer
Imagine you're a reviewer and your manager assigns you a batch of 50 documents to review. You
open the batch and see a list of 50 Word documents, Lotus Notes files, and Outlook emails.
Unfortunately, you don’t have any of those applications installed on your computer, so you have
to rely on Relativity’s viewer to open the documents.
Without the viewer you would need to have each file's native application installed locally on your
machine, and even then the data might become corrupted by opening the files within their
respective software applications by changing the date modified. But the viewer allows you to easily
review any of these various file types without launching each relevant application while preserving
the metadata.
You open the first file, an .NSF file, and recognize it as a Lotus Notes file. When you open it in the
viewer it doesn’t render the document appropriately, so you click the Native radio button at the
top. That displays the document how it would display in Lotus Notes, and you’re able to make your
coding decision.
12.1 Viewer mode
Viewer mode displays an HTML rendering of the document that is as close to the original version of
the document as possible. Viewer mode provides options for navigating through a single document
and between documents in a document set and allows for text searching, highlighting, zooming,
arranging, and saving pages you review. In viewer mode, you also have the option to print single
documents from the viewer by saving the document as a PDF. For more information, see Save as
PDF.
Note: Beginning in Relativity 9.0, you can view files that are password protected in Viewer mode if those
files are run through a processing or imaging set and the password is in the password bank. For more
information, see the Password bank section of the Processing User Guide.
When you open a document that has not yet been imaged, you have the option to image the
document on the fly while in Viewer mode. For more information, see Imaging on the fly on
page 86.
Viewer mode provides the following toolbar options:
Note: Relativity automatically hides toolbar buttons and controls that aren't applicable to the currently
loaded document type so that your toolbar isn't cluttered while you're reviewing documents.
Relativity | User Guide - 73
n
Show/Hide Persistent Highlight Pane
sets in the workspace.
- displays or hides a panel containing all persistent highlight
n
Zoom Out/In
- zooms out and in on the current document in increments of 10% within a range
of 10% to 500%. If you attempt to zoom out to a percentage lower than 10%, the viewer automatically
sets the display to 10%. If you attempt to zoom in to a percentage higher than 500%, the viewer automatically sets the display to 500%. Your zoom setting persists as you navigate through a document set.
This means that if you've set one document to 150% and you go to the next document, the next document defaults to 150% zoom.
To specify a zoom percentage without using the zoom out/in toolbar buttons, type the number
in the percentage field and press the Enter key.
n
n
Reset Zoom
- resets the zoom to 100%.
Find Previous/Next
- searches for terms in the current document and navigates through the hits.
This searches for terms in the entire document, not just the active page.
o
o
o
o
Entering a term and either clicking the left or right arrow button or pressing Enter in this text box
scrolls to and highlights the text of the next instance of the term (from the placement of the
cursor).
Searching in this text box is not case sensitive
Search results match partially-entered words.
Matching is done on the literal character typed into the search-box, including non-alphanumeric
characters. This means that the viewer doesn't treat non-alphanumeric characters as wildcards.
n
Fit Actual
- fits the document display to the actual size it was in its native application. By default,
this resets the zoom percentage to 100%.
n
Fit Width
- increases the size of the document to fit the maximum width of the viewer. This setting
persists when you re-size the window.
n
Fit Page
- fits the entire document into the total size of the page. Clicking this zooms out the document and reduces the font size.
n
Save as PDF
- gives you the option of saving the current native document as a PDF file. After you
save the PDF file, you can then print the file. Clicking this option opens the following window, in which
you must click Save as PDF again to save the document as a PDF. Note that the options for saving an
image as a PDF are different than for a native.
Relativity | User Guide - 74
Note: You can't print highlights and redactions on a native transcript in the HTML viewer. In order to
do this, you must revert to the ActiveX viewer.
After you click Save as PDF, a copy of the document converts to a PDF file you can save from
your web browser downloads.
Relativity assigns Save as PDF file names based on the type of file you save. Refer to the
following for the file name format specific to the available file types:
n
n
n
Native - DocumentIdentifier_native.pdf
Image - DocumentIdentifier_image.pdf
Production - BatesNumber_ProductionName.pdf
Once you download the file, reopen the file from your browser window and print to your
specified printing location.
n
Show/Hide Hidden Cells
- displays or hides all hidden cells in a Microsoft Excel spreadsheet. This
functionality is only available for Excel files and doesn't work on imaged documents because Relativity
only images unhidden cells.
n
Go To Next/Previous Highlight
document.
Relativity | User Guide - 75
- moves through previous and next highlighted terms in the
n
About
- displays the version of the native file converter that converted the document when you
opened it from the document list, the native document viewer version, and the latest installed version
of the native document viewer.The icon is red if a version is out of date.
n
If the "native document viewer version" doesn't match the "document converted by version",
you'll receive a conversion mismatch warning when you try to view a document in the viewer. If
you receive this, contact your System Administrator, as an upgrade may be required.
Note: If you don't have permission to the Local Access option on the Document object, you can't use the
Ctrl+C or Ctrl+Ins options in either Viewer or Extracted Text mode.
12.1.1 Copying text in the viewer
While viewing a document in Viewer mode, you have several right-click options, including the Copy
option. Use this option to copy text from the document you're currently viewing and then paste it
into another application.
To do this:
1. Highlight the text you want copied.
2. Right-click and select Copy from the menu.
3. Copy the text from the Copy Text window with another right-click and Copy or a Control+C or Com-
Relativity | User Guide - 76
mand+C keyboard command.
You can't copy text if you:
n
n
Haven't highlighted any text.
Don't have permission to the Local Access option on the Document object. This is the same permission
that allows you to open the file in its native application. For more information, see Object list in Relativity Admin guide.
12.2 Native mode
When you switch to Native mode, you're downloading or opening a document in its native form.
This option is only available if a native copy exists in Relativity for a document open in the viewer. If
Relativity | User Guide - 77
you don't see this option in the viewer, you may not have sufficient permissions or the Prevent
Native Download setting for that particular file type has been set to Yes.
To switch to Native mode, click Native on the mode menu.
Note that your options for interacting with a document in Native mode are limited, in that the
options available in Viewer and Image modes aren't available in Native mode.
If you are using the Native viewer in Internet Explorer 11 or 10, you must disable the Web
Accessibility Toolbar for the viewer to open a document in Native mode properly. To disable this add
on:
1.
2.
3.
4.
5.
6.
7.
8.
From the Internet Explorer browser click the cog icon.
Click Internet Options.
From the Programs tab click Manage add-ons.
Find Web Accessibility Toolbar.
Click Web Accessibility Toolbar to disable the add-on.
Click Close.
Click Ok.
Close your browser and reopen.
Beginning in Relativity 9.2.337.3, when viewing documents with an .HTM, .HTML, or .XML extension
in Native mode, the viewer displays the raw file markup instead of rendering the content.
You can control this option with a new configuration value, TreatHtmlAndXmlAsText, which is set to
True by default. When set to "True", this prevents JavaScript from executing when viewing these
Relativity | User Guide - 78
documents in the Native mode in the viewer. See Configuration table guide to learn more about this
new value.
Pre Relativity 9.2.337.3:
As of Relativity 9.2.337.3:
Relativity | User Guide - 79
12.3 Image mode
When you switch to Image mode, the viewer displays a TIFF or JPEG version of the document. You
can highlight and redact images in this mode. Image mode is available only if you've loaded an
imaged version of the document in the viewer or if you've manually imaged the file through the
Image button on the right side of the toolbar.
Note: The redactions that are burned into a produced image are the redactions that were on the image at
the time that you produced it. If you add or remove redactions from an image after you've produced it,
then the image and the produced version of that image will be out of sync.
The viewer displays the following icons for the image version of the document:
Note: Relativity automatically hides toolbar buttons and controls that aren't applicable to the currently
loaded document type so that your toolbar isn't cluttered while you're reviewing documents.
n
Show/Hide Thumbnails
- displays a thumbnail version of the document in a new pane on the left
side of the viewer. Each page of the document you're reviewing has its own numbered thumbnail.
n
Zoom Out/In
- zooms out and in on the current document in increments of 10% within a range
of 10% to 500%. If you attempt to zoom out to a percentage lower than 10%, the viewer automatically
sets the display to 10%. If you attempt to zoom in to a percentage higher than 500%, the viewer automatically sets the display to 500%. Your zoom setting persists as you navigate through a document set.
This means that if you've set one document to 150% and you go to the next document, the next document defaults to 150% zoom.
To specify a zoom percentage without using the zoom out/in toolbar buttons, type the number
in the percentage field and press the Enter key.
n
Reset Zoom
- resets the zoom to 100%.
n
Fit Actual - fits the document display to the actual size it was in its native application. By default, this
resets the zoom percentage to 100%.
n
Fit Width
- increases the size of the document to fit the maximum width of the viewer. This setting
persists when you re-size the window.
n
Fit Page
- fits the entire document into the total size of the page. Clicking this zooms out the document and reduces the font size.
n
Rotate all pages
- rotates all pages in a document clockwise 90 degrees.
Relativity | User Guide - 80
n
Rotate current page
- rotates only the current page clockwise 90 degrees.
Note: Image rotation is persistent. Any pages that you rotate will be rotated the next time you
return to them in the viewer and for other users who view them after you rotate them. Rotation is
also applied when you run the production containing the images.
n
Save as PDF
- gives you the option of saving the image as a PDF. For more information, see Saving
an image as a PDF on the next page.
n
Selector
n
Highlight - <Color>
- highlights the selected text with the color you specify from the drop-down.
The default color is yellow. Select from the following:
o
o
o
o
o
o
n
- select within a document.
Pink
Orange
Yellow
Green
Blue
Purple
Redact - <Style>
- enables single redaction tool. For more information on redacting, see Creating
basic redactions on page 29. Select from the following types of redactions:
o
o
o
o
Black - applies a solid black box to the selected text.
Cross - applies a white box with an X in the middle of it over the selected text.
Text - applies a box over the selected text, in which you can add text such as "Privileged" or
"Redacted."
White - applies a solid white box over the selected text.
n
Redact - Inverse
- enables the inverse redaction tool. For more information, see Creating inverse
redactions on page 29.
n
Redact - Full page
- enables the full-page redaction tool. The drop-down menu for this redaction
type offers the same options as the basic Redact icon, except that the redaction you choose will be
applied to the entire page. For example, if you select White, the entire page will become white. For
more information, see Creating full-page redactions on page 30.
n
Mass Redact
- allows you to apply a full-page redaction across all images or a range of images in the
document. For more information, see Creating mass redactions on page 30.
n
Font Size
- allows you to change the font size of the text within a text box redaction. For
more information, see Editing font size in text box redactions on page 33.
n
Delete Redactions and Highlights - allows you to mass delete markups from any or all images in the
document. For more information, see Mass deleting markups on page 33.
n
Markup Visibility
- changes the visibility mode of the markups between full visibility, transparent
and hidden. By default, this is set to Solid, which means all highlights and redactions appear as solid as
you applied them. For more information, see Controlling markup visibility on page 34.
Delete Images button - click to delete an existing document image.
n
Relativity | User Guide - 81
Note: If you don't have permission to the Local Access option on the Document object, you can't use the
Ctrl+C or Ctrl+Ins options in either Viewer or Extracted Text mode.
12.3.1 Saving an image as a PDF
Clicking this icon brings up the following window, in which you can specify your PDF settings:
n
Print range - select from the following standard print range options:
n
All images - saves all images in the document.
Current image - saves only the image you're currently on.
o Image range - saves a range of images that you specify in the text box to the right.
Print options - select from the following options:
o
o
o
o
Print highlights - check this box to include in the PDF any highlights that you added to the
images in the document.
Print redactions - check this box to include in the PDF any redactions you applied to the images
in the document. If you check this box, select one of the following redaction display options:
l
Normal - saves the PDF with the redactions displayed normally, as you applied them to
the images in the document.
Relativity | User Guide - 82
l
Transparent - saves the PDF with semi-transparent redactions. Note that with this option,
the reader of the PDF can see both the text under the redaction and a trace of the redaction itself.
Note: Transparent redactions are useful when an attorney needs to access a hard copy
(because they are unable to log in to a Relativity environment) of a document in order to
approve the redactions that someone else applied to that document. In this case, the attorney
needs a printed copy of the document that clearly displays both the redacted text and the fact
that the text was redacted. Transparent redactions are also relevant when a judge needs to
decide if one side of the litigation covered up too much a piece of evidence (the document).
o
Print slip sheet - includes a slip sheet between the images in the document. If you check this
box, you must select one of the following from the drop-down to the right:
(Blank Page) - includes a blank page slip sheet.
l (Identifier Only) - includes a page with the document identifier stamped on it.
l <Document layouts> - includes a slip sheet with the fields from any document coding layout. The values for the document are shown for those fields.
Stamp identifier - select whether you’d like to print any identifier value on the images in the
PDF. You have the following options:
l
o
None - doesn't include any identifier.
Document Identifier - includes the images' document identifiers.
l Image Number - includes the images' page identifiers.
Stamp location - select the location on each image in which you'd like either the Document Identifier or the Image Number stamp to appear. This is not available if you selected None for the
Stamp identifier setting. Select from the following locations:
l
l
o
l
l
l
l
l
l
Top Left
Top Center
Top Right
Bottom Left
Bottom Center
Bottom Right
12.4 Extracted text mode
When you switch to Extracted Text or Long Text mode, the viewer toolbar displays a drop-down
menu of extracted text and all long-text fields made available in the viewer on the field
edit/creation page. See Creating fields in the Admin guide. The drop-down menu lists long-text
fields that contain text for the current document open in the viewer and those you have permissions
to.
Extracted text mode provides the following options:
Note: Relativity automatically hides toolbar buttons and controls that aren't applicable to the currently
loaded document type so that your toolbar isn't cluttered while you're reviewing documents.
Relativity | User Guide - 83
n
Show/Hide Persistent Highlight Pane
sets in the workspace.
- displays or hides a panel containing all persistent highlight
n
Zoom Out/In
- zooms out and in on the current document in increments of 10% within a range
of 10% to 500%. If you attempt to zoom out to a percentage lower than 10%, the viewer automatically
sets the display to 10%. If you attempt to zoom in to a percentage higher than 500%, the viewer automatically sets the display to 500%. Your zoom setting persists as you navigate through a document set.
This means that if you've set one document to 150% and you go to the next document, the next document defaults to 150% zoom.
To specify a zoom percentage without using the zoom out/in toolbar buttons, type the number
in the percentage field and press the Enter key.
n
n
Reset zoom
- resets the zoom function to 100 percent.
Find previous and next
- searches for terms in the current document and navigates through the
hits.
o
o
o
o
Entering a term and either clicking the left or right arrow button or pressing Enter in this text box
scrolls to and highlights the text of the next instance of the term (from the placement of the
cursor).
Searching in this text box is not case sensitive
Search results match partially-entered words.
Matching is done on the literal character typed into the search-box, including non-alphanumeric
characters. This means that the viewer doesn't treat non-alphanumeric characters as wildcards.
n
Fit Width
- fits the document to the window. This function is only available in the preview mode.
n
Go To Next/Previous Highlight
document.
- moves through previous and next highlighted terms in the
Note: If you don't have permission to the Local Access option on the Document object, you can't use the
Ctrl+C or Ctrl+Ins options in either Viewer or Extracted Text mode.
12.5 Productions mode
When you switch to Productions mode, the viewer toolbar displays a drop-down menu of available
production sets that contain the document currently open in the viewer. For information about
creating production sets, see Production sets in the Admin guide.
Relativity | User Guide - 84
Note: The redactions that are burned into a produced image are the redactions that were on the image at
the time that you produced it. If you add or remove redactions from an image after you've produced it,
then the image and the produced version of that image will be out of sync.
Select a production set from the drop-down menu to see how a document was produced in the
selected production. If a document isn't included in a production, the productions mode option is
unavailable.
Productions mode provides the following options:
Note: Relativity automatically hides toolbar buttons and controls that aren't applicable to the currently
loaded document type so that your toolbar isn't cluttered while you're reviewing documents.
n
Show/Hide Thumbnails
- displays or hides a panel containing thumbnail images for pages of a document open in the viewer.
n
Zoom Out/In
- zooms out and in on the current document in increments of 10% within a range
of 10% to 500%. If you attempt to zoom out to a percentage lower than 10%, the viewer automatically
sets the display to 10%. If you attempt to zoom in to a percentage higher than 500%, the viewer automatically sets the display to 500%. Your zoom setting persists as you navigate through a document set.
This means that if you've set one document to 150% and you go to the next document, the next document defaults to 150% zoom.
To specify a zoom percentage without using the zoom out/in toolbar buttons, type the number
in the percentage field and press the Enter key.
n
Reset zoom
- resets the zoom function to 100 percent.
n
Fit Actual - fits the document display to the actual size it was in its native application. By default, this
resets the zoom percentage to 100%.
n
Fit Width
- increases the size of the document to fit the maximum width of the viewer. This setting
persists when you re-size the window.
n
Fit Page
- fits the entire document into the total size of the page. Clicking this zooms out the document and reduces the font size.
n
Rotate all pages
n
Rotate current page
- rotates all pages in a document clockwise 90 degrees.
Relativity | User Guide - 85
- rotates only the current page clockwise 90 degrees.
Note: Image rotation is persistent. Any pages that you rotate will be rotated the next time you
return to them in the viewer and for other users who view them after you rotate them. Rotation is
also applied when you run the production containing the images.
n
Save as PDF
- gives you the option of saving the image as a PDF. For more information, see Saving
an image as a PDF on page 82.
n
About
- displays the version of the production viewer.The icon is red if a version is out of date.
12.6 Imaging on the fly
You can image a single document on the fly using the Image button in the viewer.
Note: The Image button is disabled if the Processing application isn't installed.
Using this feature, you can select any imaging profile you have permissions to view and use it to
image the document.
Note: If the source file of the document you are imaging is changed during the conversion process, for
example through overlay, that document becomes undeliverable and you receive an error. To resolve this
error, refresh the page or re-image the document.
After imaging a document on the fly, you can access thumbnail renderings of the imaged pages of
the document. See Adding information to CaseMap on page 91.
Imaging some file formats can cause problems. Consider the following:
n
n
n
Many PDFs render and image very well. However, you may have problems rendering and imaging
some PDFs due to the variety of their content.
While most Microsoft Office documents render and image well, you may experience issues when imaging documents with embedded files.
You may have problems rendering and imaging vector-based documents like Visio and CAD.
For more information, see the Viewer-Supported File Types guide.
Relativity | User Guide - 86
Note: The default priority for all image-on-the-fly jobs is determined by the current value of the
ImageOnTheFlyJobPriorityDefault entry in the configuration table. See the Configuration Table Guide for
more information.
12.6.1 Image-on-the-fly process
The following graphic and accompanying steps depict what happens behind the scenes when you run
an imaging job. These apply to imaging sets, mass imaging operations, and image-on-the-fly
requests.
This is for reference purposes only.
(Click to expand)
1. The client’s browser sends image requests via HTTP POST to the conversion API hosted in the Imaging
application on the Relativity web server.
2. The conversion API communicates with the SQL server to prepare the image requests.
3. The conversion API sends the prepared image requests in batches of 1,000 via the TCP-WCF service endpoint to Invariant. The number of requests per batch is configurable.
4. Invariant retrieves the documents from the file server via a standard field I/O stream.
5. Invariant writes the images contained in the request to a temporary location on the file server.
6. Invariant sends a notification of the image request completion to the conversion API via HTTP-WebAPI
endpoint. Completion notifications are sent for every document.
7. The conversion API updates the Relativity data stored in the SQL server so that Relativity communicates the image progress/completion to the user.
8. The client’s browser periodically polls the conversion API for updates throughout the imaging process.
9. The conversion API writes files to a permanent destination directory in the file server.
Relativity | User Guide - 87
12.7 Stand-alone document viewer
To view the document in a separate browser window, click the stand-alone document viewer icon
in the upper right of the core reviewer interface. This opens another viewer pane with an
Unsynced designation at the top of the screen. This means that the stand-alone viewer isn't yet set
to synchronize with the core reviewer interface.
To synchronize the standalone viewer with the core viewer, click Unsynced. This switches the standalone viewer setting to Synced where you can view text and images, natives, and productions sideby-side while navigating through the document queue.
Note: Keyboard shortcuts are available for use in the stand-alone viewer. For example, if you execute the
shortcut for Save & Next in the stand-alone viewer, each window performs the operation and moves to the
next document.
12.8 Related items pane
The related items pane is located at the bottom-right corner of the core reviewer interface. Related
items are customizable groups of documents within a workspace. Common examples are family
groups, duplicates or similar documents.
The related items toolbar includes the following:
n
Related items
- displays a group of documents related to the active document.
Options vary within the workspace. Hover over each icon to display the name of the item. Examples
include: family group, duplicates, and thread group.
Relativity | User Guide - 88
n
RAR Overturn Analysis
- displays overturned documents, seed documents, and seed excerpts. For
more information about this functionality, see Reports in the Assisted Review Guide.
n
Document history
- displays a history of actions taken on the current document. You may not have
access to document history.
Note: In the document history pane, you can click the Details link to display a pop-up with the audit history for
the document. Click Run Details to display information about document imaging jobs, including the name of
the imaging profile and the formatting options used during mass imaging or imaging on the fly.
n
n
n
n
Production
- displays all productions in which the document was included. You may not have permissions to view production information.
Linked
- displays all linked records on the active document. For more information on linking documents, see Links on page 71.
Search results
- displays the results of a Relativity Analytics search. See Searching overview on
page 58.
Batch sets
- shows all the batch sets for the active record. See Batches in the Admin manual. You
may not have permissions to view this section.
Use the related items pane to quickly identify documents related to the active document. You can
also use this pane act on those groups of related items.
For instance, in the example of the related items pane below, the active document is highlighted
and listed with two related family documents. You can select some or all of the documents in the
related items pane and click Go. This opens a window for you to access all of your active layouts –
the same layouts available in the layouts pane. Using these layouts, you can make coding decisions
and apply them to the selected documents using mass editing. See Mass edit in the Admin guide.
Relativity | User Guide - 89
12.9 Thumbnail viewer
When in Image or Productions mode, you can access and browse thumbnail renderings of a
document's pages. Quickly scan, locate, and navigate to pages in an open document.
Any highlightsor redactions you apply to images won't appear in the thumbnail viewer images. See
Markups on page 27.
To open the thumbnail viewer when in Image or Productions mode, click the Show/Hide
Thumbnails
button on the viewer toolbar. The thumbnail viewer opens on the left side of the
screen. Scroll up and down to navigate all pages in the open document and click a page to view it.
Note: To access to the thumbnail viewer, you must have the Admin Operation permission View Image
Thumbnails. If you don't have this permission, contact your administrator.
Relativity | User Guide - 90
The number of thumbnail images in a set is determined by the size of your browser window. Resize
your browser window to view a different number of thumbnails per set.
12.10 Adding information to CaseMap
You can capture documents and text in the Relativity viewer for analysis in the CaseMap tool. You
can then use a mass operation to export the data to CaseMap. See Send to CaseMap in the Admin
guide for details.
Note: CaseMap is not compatible with Windows 8.
12.10.1 Adding a document to CaseMap
Note: When you manually map fields for documents ensure to map the Control Number of the document
to CaseMap's Full Name field in order for fact to document linking to work properly.
To add a document to a CaseMap database from the viewer:
1. Right-click the document and select Case Map > Add to CaseMap.
This action results in the download of a .cmbulk file. Your browser may prompt you with the
options to open or save the downloaded .cmbulk file.
2. Open the .cmbulk file download from your browser to launch the Bulk 'Send to CaseMap' Wizard.
3. Select Yes.
4. Click Next.
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5. Click Next to Confirm the Destination CaseMap Case. The View/Edit Field Mappings... window opens.
6. Click Modify.... The Field Mappings: Document Spreadsheet opens.
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7. Click Advanced > Advanced Mappings.
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8. (Optional) Click the CaseMap Field Name and then click Modify.... The Modify Item window opens.
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9. (Optional) Select Add a source data field and then select the source data field.
10.
11.
12.
13.
(Optional) Click Ok to close the Modify Item window.
(Optional) Click Ok to close the Advanced Field Mappings: Document Spreadsheet window.
Click Ok to close the Field Mappings: Document Spreadsheet window.
Click Next.
Relativity | User Guide - 95
14. Click Finish.
The document appears in CaseMap.
12.10.1.1 Linking a document to CaseMap
Next, you must link the document to CaseMap:
1. Choose the CaseMap category for the document (Document, Pleading, Proceeding, Research Authority, or Other).
2. Enter a Full Name for the new document you're linking to CaseMap.
3. Enter a Short Name for the document you're linking.
4. (Optional) Click Advanced to Save or Save & Edit the document linking information you've already
entered.
5. Click OK.
12.10.2 Adding a fact to CaseMap
In addition to adding a document to CaseMap, you can add a highlighted text excerpt from a
document as a fact. To add a fact to CaseMap:
Relativity | User Guide - 96
1. After highlighting the text, right click and select Case Map > Add Fact.
This action results in the download of a .cmbulk file. Your browser may prompt you with the options to
open or save the downloaded .cmbulk file.
2. Open the .cmbulk file download from your browser to launch the Bulk 'Send to CaseMap' Wizard.
3. Click Next on the Welcome to the Bulk 'Send to CaseMap' Wizard dialog.
4. Click Next to confirm the destination CaseMap case.
5. Click Finish to send the fact text to CaseMap.
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6. Click OK to confirm the number of records sent to CaseMap from Relativity.
7. Link the source document to CaseMap if you haven't yet done so. See Linking a document to CaseMap
on page 96.
8. Click OK to add the highlighted text as a fact.
You can then see the new fact when you view your CaseMap.
12.10.3 Modifying field mapping for facts
If you edited your field mappings in a previous Add Fact operation, the Welcome dialog of the Bulk
'Send to CaseMap' wizard presents you with an option to view or edit your existing field mappings.
To view and edit your field mappings from the wizard:
Note: The full range of Unicode characters is not supported by CaseMap.
Relativity | User Guide - 98
1. Select the Yes radio button.
2. Click Next.
3. Click Next to confirm the Destination CaseMap Case.
Relativity | User Guide - 99
4. Click Modify on the View/Edit Field Mappings dialog in the fact records tab.
5. Map the source data fields to your CaseMap fields.
6. Click the Advanced drop down and select Advanced Mappings. The Advanced Field Mappings Spread-
Relativity | User Guide - 100
sheet opens.
7. Ensure the Mapped Fields radio button is selected.
8. Select Link Object short names (description fields only).
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Note: Select this option only for the Source(s) field, not the Fact Text field.
9.
10.
11.
12.
Click Yes.
Click Ok.
Click Ok on the View/Edit Field Mappings dialog after mapping your fields.
Click Next.
Relativity | User Guide - 102
13. Click Finish.
12.11 Relativity Compare
You can use Relativity Compare to view the key differences between the extracted text of two
documents. To access the Relativity Compare system field, you must first add it to a view. See Views
in the Admin guide.
Relativity | User Guide - 103
To compare two documents in Relativity from the document list:
1. Click
to open the Document Compare selection window.
2. By default the document identifier of the selected document populates the Document Compare
window. Click
by the With field to select a document with which to compare it. A Select Item popup window displays.
Note: You can change the value of either of the fields at any time while in the Document Compare window.
3. Select the desired document from the list and click Set. The Document Compare window displays the
selected document in the With field.
4. Click Compare. The window displays the similarities and differences between the documents.
5. The similarities and differences between the documents are reflected in the legend at the bottom of the
window:
n
n
n
Inserted - Text appears in the "With" document but doesn't appear in the "Compare" document.
Deleted - Text appears in the "Compare" document but doesn't appear in the "With" document.
Unchanged -Text appears in both documents.
Relativity | User Guide - 104
You can also compare related documents from within the viewer. To compare related documents in
the viewer, open the Related Items pane and click
next to the document you want to compare.
The Document Compare selection window opens. The document you select from the Related Items
pane automatically populates in the With field, while the document open in the viewer
automatically populates the Compare field.
12.12 Viewer-supported file types
Relativity uses Oracle Outside In to display rendered versions of native files within the legacy
ActiveX viewer. Reviewers can see how the file looked in its native application without opening the
file in that native application.
This document provides a comprehensive list of files types supported by the viewer, according to
Oracle. This list applies to version 8.5.0.
Relativity | User Guide - 105
See the Admin guide for more information on the viewer.
12.12.1 Text only designation
Some file types have a "text only" designation. When viewing these files in the viewer mode of the
Relativity viewer, the document's text is the only data that renders. For Microsoft Project files and
XML files, the view doesn't display items such as Gantt charts, icons, or other graphics. There is
typically no formatting (bold, italics, fonts, etc.) of the text.
12.12.2 File ID only designation
Some file types have a "file ID only" designation. The viewer is able to identify the file ID correctly,
but it returns an error message indicating that the file format is not supported. Despite returning an
error message, the viewer identifies the file so that you can easily locate it and open it in an
alternate application.
12.12.3 File identification values in Outside In 8.5.0
Before referring to the list of file types supported in Outside In 8.5.0, you may want to note the
following changes in file identification values from version 8.4.0 to version 8.5.0.
12.12.3.1 File identification values added in 8.5.0
The following file identification values were added in Outside In 8.5.0.
File ID
1498
2258
2257
1382
1499
2260
2259
1383
2231
2232
1485
1486
1367
1368
2245
2244
2036
2246
1496
Name
Apache Office 3.x Calc (ODF 1.2)
Apache Office 3.x Draw (ODF 1.2)
Apache Office 3.x Impress (ODF 1.2)
Apache Office 3.x Writer (ODF 1.2)
Apache Office 4.x Calc (ODF 1.2)
Apache Office 4.x Draw (ODF 1.2)
Apache Office 4.x Impress (ODF 1.2)
Apache Office 4.x Writer (ODF 1.2)
Apple iWork Keynote File
Apple iWork Keynote File Preview
Apple iWork Numbers File
Apple iWork Numbers File Preview
Apple iWork Pages File
Apple iWork Pages File Preview
AutoCAD 2013 Drawing
Corel Presentations X6
Flexiondoc v5.7 (XML)
Harvard Graphics 98
Libre Office 3.x Calc (ODF 1.2)
Relativity | User Guide - 106
Super Type
Spreadsheet
Presentation
Presentation
Word processor
Spreadsheet
Presentation
Presentation
Word processor
Word processor
Vector
Spreadsheet
Vector
Word processor
Vector
Vector
Presentation
Word processor
Vector
Spreadsheet
File ID
2254
2253
1379
2256
2255
1380
1230
1829
1831
2247
2250
2252
2251
2249
2248
1497
1802
1495
Name
Libre Office 3.x Draw (ODF 1.2)
Libre Office 3.x Impress (ODF 1.2)
Libre Office 3.x Writer (ODF 1.2)
Libre Office 4.x Draw (ODF 1.2)
Libre Office 4.x Impress (ODF 1.2)
Libre Office 4.x Writer (ODF 1.2)
Microsoft Access 2007/2010
Microsoft OneNote File
Microsoft Outlook OST 2013
Microsoft Visio 2013
Microsoft Visio 2013 Macro Enabled Drawing
Microsoft Visio 2013 Macro Enabled Stencil
Microsoft Visio 2013 Macro Enabled Template
Microsoft Visio 2013 Stencil
Microsoft Visio 2013 Template
Office 4.x Calc (ODF 1.2)
PKZip
Quattro Pro Win X6
Super Type
Presentation
Presentation
Word processor
Presentation
Presentation
Word processor
Database
Word processor
Email archive
Vector
Vector
Vector
Vector
Vector
Vector
Spreadsheet
Archive
Spreadsheet
12.12.4 File types supported in Oracle 8.5.0
The viewer supports the following native file types. The supported file types are listed by category.
Program/File Type
7z
Note: BZIP2 and split archives
are not supported.
Apache Office Calc (ODF 1.2)
Apache Office Draw (ODF 1.2)
Apache Office Impress (ODF
1.2)
Apache Office Writer (ODF 1.2)
Apple iWork Keynote File
Apple iWork Keynote File Preview
Apple iWork Keynote Numbers
File
Apple iWork Keynote Numbers
File Preview
Apple iWork Pages File
Apple iWork Pages File Preview
Relativity | User Guide - 107
Category
Archive
Type/Version
Spreadsheet
Presentation
Presentation
3.x, 4.x
3.x, 4.x
3.x, 4.x
Word processer
Word processer
Vector
3.x, 4.x
Spreadsheet
Vector
Word processer
Vector
File Extension
.7z
Program/File Type
AutoCAD Drawing
Corel Presentations
Flexiondoc (XML)
Harvard Graphics
Libre Office Calc (ODF 1.2)
Libre Office Draw (ODF 1.2)
Libre Office Impress (ODF 1.2)
Libre Office Writer (ODF 1.2)
Microsoft Access
Microsoft OneNote File
Office Calc (ODF 1.2)
PKZip
Quattro Pro Win
7z Self Extracting exe
Note: BZIP2 and split archives
are not supported.
LZA Self Extracting Compress
LZH Compress
Microsoft Office Binder
Microsoft Cabinet (CAB)
RAR
Self-extracting .exe
UNIX Compress
UNIX GZip
UNIX tar
Uuencode
Zip
DataEase
DBase
First Choice DB
Framework DB
Microsoft Access (text only)
Microsoft Works DB for DOS
Microsoft Works DB for Macintosh
Microsoft Works DB for Windows
Microsoft Works DB for DOS
Paradox for DOS
Paradox for Windows
Relativity | User Guide - 108
Category
Vector
Presentation
Word processer
Vector
Spreadsheet
Presentation
Presentation
Word processor
Database
Word processor
Spreadsheet
Archive
Spreadsheet
Archive
Archive
Archive
Archive
Archive
Archive
Archive
Archive
Archive
Archive
Archive
Archive
Database
Database
Database
Database
Database
Database
Database
Type/Version
2013
X6
v5.7
98
3.x, 4.x
3.x, 4.x
3.x, 4.x
3.x, 4.x
2007/2010
File Extension
.dwg
.shw
.xml
.cht
.accdb
.one
4.x
X6
95, 97
1.5, 2.0, 2.9
PKZip, WinZip
4.x
III, IV, V
Through 3.0
3.0
1.0, 2.0, 95 - 2010
2.0
2.0
.zip
.qpw
.exe
.lza
.lzh
.obd
.cab
.rar
.exe
.z
.gz
.tar
.uue
.zip
.dba
.dbf
.fol
.accdb, .mdb
.wdb
.wdb
Database
3.0, 4.0
.wdb
Database
Database
Database
1.0
2.0 - 4.0
1.0
.wdb
.db
.db
Program/File Type
Q&A Database
R:Base
Reflex
SmartWare II DB
Apple Mail Message (EMLX)
Encoded mail messages
Category
Database
Database
Database
Database
Email
Email
EML with Digital Signature
IBM Lotus Notes Domino XML
Language DXL
IBM Lotus Notes NSF (Win32,
Win64, Linux x86-32 and Oracle
Solaris 32-bit only with Notes
Client or Domino Server)
MBOX Mailbox
Microsoft Outlook (MSG)
Microsoft Outlook (OST )
Microsoft Outlook (PST)
Microsoft Outlook Express
(EML)
Microsoft Outlook Forms Template (OFT)
Microsoft Outlook PST (Mac)
MSG with Digital Signature
AVI (Metadata only)
Flash (text extraction only)
MP3 (ID3 metadata only)
MPEG – 1 Audio layer 3 V ID3
v1 (Metadata only)
MPEG – 1 Audio layer 3 V ID3
v2 (Metadata only)
MPEG – 4 (Metadata only)
MPEG – 7 (Metadata only)
Quick Time (Metadata only)
WAV (Metadata only)
Windows Media ASF
Relativity | User Guide - 109
Type/Version
Through 2.0
R:Base 5000, R:Base System V
2.0
1.02
2.0
File Extension
.db
.rb1, .rb2, .rb3
.rdx
.db
.emlx
Email
Email
MHT
n Multi Part Alternative
n Multi Part Digest
n Multi Part Mixed
n Multi Part News Group
n Multi Part Signed
n TNEF
SMIME
8.5
.eml
.xml
Email
8.x
.nsf
Email
Email
Email
Email
Email
RFC 822
97 - 2013
97 - 2010, 2013
97 - 2013
.mbox
.msg
.ost
.pst
.eml
Email
97 - 2013
.oft
Email
Email
Multimedia
Multimedia
Multimedia
Multimedia
2001
SMIME
.pst
.msg
.avi
.swf
.mp3
.mpg
n
6.x, 7.x, Lite
Multimedia
.mpg
Multimedia
Multimedia
Multimedia
Multimedia
Multimedia
.mpg
.mpg
.mpg
.wav
.asf
Program/File Type
Category
(Metadata only)
Windows Media Audio WMA Multimedia
(Metadata only)
Windows Media DVR-MS
Multimedia
(Metadata only)
Windows Media Video WMV Multimedia
(Metadata only)
Microsoft Live Messenger (via Other
XML filter)
Microsoft OneNote (text only) Other
Microsoft Project (sheet view Other
only, Gantt Chart, Network Diagram, and graph not supported)
Microsoft Project (sheet view Other
only, Gantt Chart, Network Diagram, and graph not supported)
Microsoft Windows DLL
Other
Microsoft Windows Executable Other
Trillian Text Log File (via text fil- Other
ter)
vCalendar
Other
vCard
Other
Yahoo! Messenger
Other
Apple iWork Keynote (MacOS, Presentation
text and PDF preview)
Harvard Graphics Presentation Presentation
DOS
IBM Lotus Symphony Present- Presentation
ations
Kingsoft WPS Presentation
Presentation
Lotus Freelance
Presentation
Lotus Freelance for OS/3
Presentation
Lotus Freelance for Windows Presentation
Microsoft PowerPoint for
Presentation
Macintosh
Microsoft PowerPoint for Win- Presentation
dows
Microsoft PowerPoint for Win- Presentation
dows Slideshow
Relativity | User Guide - 110
Type/Version
File Extension
.wma
.dvr-ms
.wmv
10.0
2007, 2010, 2013
98-2003
.one
.mpp
2007, 2010
.mpp
4.2
.dll
.dll
.txt
2.1
2.1
6.x – 8
09
.vcs
.vcf
.yps
.key, .keynote
3.0
.prs
1.x
2010
1.0 - Millennium 9.8
2
95, 97, SmartSuite 9.8
4.0 - 2011
.prz
.ppt
3.0 – 2013
.ppt
2007-2013
.ppt
Program/File Type
Microsoft PowerPoint for Windows Template
Novell Presentations
OpenOffice Impress
Oracle Open Office Impress
StarOffice Impress
WordPerfect Presentations
Adobe Photoshop
Adobe Photoshop XMP only
CALS Raster (GP4)
Computer Graphics Metafile
Encapsulated PostScript (EPS)
GEM Image (Bitmap)
Graphics Interchange Format
(GIF)
IBM Graphics Data Format
(GDF)
IBM Picture Interchange
Format
JBIG2
JFIF (JPEG not in TIFF format)
JPEG
JPEG 2000
Kodak Flash Pix
Kodak Photo CD
Lotus PIC
Lotus Snapshot
Macintosh PICT
Macintosh PICT2
MacPaint
Microsoft Windows Bitmap
Microsoft Windows Cursor
Microsoft Windows Icon
OS/2 Bitmap
OS/2 Warp Bitmap
Paint Shop Pro (Win32 only)
PC Paintbrush (PCX)
PC Paintbrush DCX (multi-page
PCX)
Portable Bitmap (PBM)
Relativity | User Guide - 111
Category
Presentation
Type/Version
2007-2013
File Extension
.pot
Presentation
Presentation
Presentation
Presentation
Presentation
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
3.0, 7.0
1.1, 3.0
3.x
5.2 - 9.0
5.1 - X5
4.0
8.0 - 10.0 (CS 1-5)
Type I-II
ANSI, CALS, NIST
TIFF Header only
.shw
.sdd
.odp
.sda, .sdd
Raster image
1.0
.gdf
Raster image
1.0
.pif
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Graphic Embeddings in PDF
Raster image
.psd
.cg4, .cal
.cgm
.eps
.bmp
.gif
.jfif
.jpg
JP2
1.0
BMP only
BMP only
.fpx
.pcd
.pic
.bmp
.bmp
.pntg
.bmp
.ico
5.0, 6.0
.psp
.pcx
.dcx
.pbm
Program/File Type
Portable Graymap PGM
Portable Network Graphics
(PNG)
Portable Pixmap (PPM)
Progressive JPEG
StarOffice Draw
Sun Raster
TIFF
TIFF CCITT
TruVision TGA (Targa)
WBMP wireless graphics
format
Word Perfect Graphics
WordPerfect Graphics
X-Windows Bitmap
X-Windows Dump
X-Windows Pixmap
Apple iWork Numbers (MacOS,
text, and PDF preview)
Enable Spreadsheet
First Choice SS
Framework SS
IBM Lotus Symphony Spreadsheets
Kingsoft WPS Spreadsheets
Lotus 1-2-3
Lotus 1-2-3 Charts (DOS and
Windows)
Lotus 1-2-3 for OS/2
Microsoft Excel Charts
Microsoft Excel for Macintosh
Microsoft Excel for Windows
Microsoft Excel for Windows
(text only)
Microsoft Excel for Windows
(.xlsb)
Microsoft Works SS for DOS
Microsoft Works SS for Macintosh
Microsoft Works SS for Windows
Relativity | User Guide - 112
Category
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Raster image
Type/Version
File Extension
.pgm
.png
.ppm
.jpg, .jpeg, .jpe
6.x - 9.0
Group 5 & 6
Group 3 & 4
2.0
.srs
.tif, .tiff
.tga
Raster image
Raster image
Raster image
Raster image
Raster image
Spreadsheet
1.0
2.0 – 10.0
x10 compatible
x10 compatible
x10 compatible
09
.wpg
.wpg, .wpg2
.xbm
.xdm
.xpm
.numbers
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
3.0 - 4.5
Through 3.0
3.0
1.x
Spreadsheet
Spreadsheet
Spreadsheet
2010
Through Millennium 9.8
Through 5.0
.wk1, .wk3, .wk4, .wks
.wk1, .wk3, .wk4, .wks
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
2.0
2.x - 2007
98 – 2011
3.0 - 2013
2003 XML
.xlsx, .xls
.xlsx, .xls
.xlsx, .xls
.xml
Spreadsheet
2007-2013 (Binary)
.xlsb
Spreadsheet
Spreadsheet
2.0
2.0
.wks
.wks
Spreadsheet
3.0, 4.0
.wks
Program/File Type
Multiplan
Novell PerfectWorks Spreadsheet
OpenOffice Calc
Oracle Open Office Calc
PFS: Plan
QuattroPro for DOS
QuattroPro for Windows
SmartWare II SS
SmartWare Spreadsheet
StarOffice Calc
SuperCalc
Symphony
VP-Planner
ANSI Text
ASCII Text
DOS character set
EBCDIC
HTML (CSS rendering not supported)
IBM DCA/RFT
Macintosh character set
Rich Text Format (RTF)
Unicode Text
UTF-8
Wireless Markup Language
XML (text only)
Adobe Illustrator
Adobe Illustrator XMP
Adobe InDesign XMP
Adobe InDesign Interchange
XMP only
Adobe PDF
Adobe PDF Package
Adobe PDF Portfolio
Ami Draw
AutoCAD Drawing
AutoShade Rendering
Corel Draw
Corel Draw Clipart
Relativity | User Guide - 113
Category
Spreadsheet
Spreadsheet
Type/Version
4.0
2.0
File Extension
.sylk
.wpw
Spreadsheet
Spreasheet
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
Spreadsheet
Text and markup
Text and markup
Text and markup
Text and markup
Text and markup
1.1-3.0
3.x
1.0
Through 5.0
Through X5
1.02
.sdc
.sdc
Text and markup
Text and markup
Text and markup
Text and markup
Text and markup
Text and markup
Text and markup
Vector image
Vector image
Vector image
Vector image
Vector image
Vector image
Vector image
Vector image
Vector image
Vector image
Vector image
Vector image
5.2 – 9.0
5.0
Through 2.0
1.0
7 & 8 bit
7 & 8 bit
.wb1
.qpw, .wb3, .wb2, .wb1
.def
.def
.sdc
.cal
.wrk
.ans
.asc
1.0 – 4.0
.html
3.0, 4.0
.rtf
.txt
4.0 – 7.0, 9.0
11 – 13 (CS 1 - 5)
3.0 – 5.0 (CS 1 - 5)
1.0 – 1.7 (Acrobat 1 - 10)
1.7 (Acrobat 8 - 10)
1.7 (Acrobat 8 - 10)
SDW
2.5, 2.6, 9.0-14.0, 2000i -20012
2
2.0-9.0
5.0, 7.0
.wml
.xml
.ai
.pdf
.pdf
.pdf
.sdw
.dwg
.rnd
.cdr
.cmx
Program/File Type
Enhanced Metafile (EMF)
Escher Graphics
FrameMaker Graphics (FMV)
Gem File (Vector)
Harvard Graphics Chart DOS
Harvard Graphics for Windows
HP Graphics Language
IGES Drawing
Micrografx Designer
Micrografx Designer
Micrografx Draw
Novell PerfectWorks Draw
OpenOffice Draw
Oracle Open Office Draw
SVG (processed as XML, not
rendered)
Category
Vector image
Vector image
Vector image
Vector image
Vector image
Vector image
Vector image
Vector image
Vector image
Vector image
Vector image
Vector image
Vector image
Vector image
Vector image
Type/Version
Microsoft Visio:
Vector image
5.0 – 2007, 2013
.vsd
Vector image
4.0
.wmf, .emf
3.0 - 6.0
Level 2
.vmf
.mif
.eps
2.0, 3.0
09
.sam
.sam
.pages
Stencil
n Template
n Macro Enabled Drawing
n Macro Enabled Stencil
n Macro Enabled Template
Visio (Page Preview mode
WMF/EMF)
Windows Metafile
Adobe FrameMaker (MIF only)
Adobe Illustrator Postscript
Ami
Ami Pro for OS2
Ami Pro for Windows
Apple iWork Pages (MacOS,
text and PDF preview)
DEC DX
DEC DX Plus
Enable Word Processor
First Choice WP
Framework WP
Hangul
IBM DCA/FFT
3.0 – 5.0
2.0 – 3.0
2.0
5.1 – 5.3
Version 6
Through 3.1
Through 4.0
2.0
1.1 – 3.0
3.x
File Extension
.emf
.egr
.fmv
.img
.ch3
.prs
.hp, .hpg
.iges
.dsf
.drw
.drw
.sda
.sda
.xml
n
Relativity | User Guide - 114
Vector image
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Through 4.0
4.0, 4.1
3.0 - 4.5
1.0, 3.0
3.0
97 - 2010
.dx
.dx, .wpl
.pfx
.hwp
.dca, .fft
Program/File Type
Category
IBM DisplayWrite
Word processing
IBM Writing Assistant
Word processing
Ichitaro
Word processing
JustWrite
Word processing
Kingsoft WPS Writer
Word processing
Legacy
Word processing
Lotus Manuscript
Word processing
Lotus WordPro (text only)
Word processing
MacWrite II
Word processing
Mass 11
Word processing
Microsoft Word for DOS
Word processing
Microsoft Word for Macintosh Word processing
Microsoft Word for Windows Word processing
Microsoft WordPad
Word processing
Microsoft Works WP for DOS Word processing
Microsoft Works WP for Macin- Word processing
tosh
Microsoft Works WP for Win- Word processing
dows
Microsoft Write for Windows Word processing
MultiMate
Word processing
MultiMate Advantage
Word processing
Navy DIF
Word processing
Nota Bene
Word processing
Novell PerfectWorks Word Pro- Word processing
cessor
OfficeWriter
Word processing
OpenOffice Writer
Word processing
Oracle Open Office Writer
Word processing
PC File Doc
Word processing
PFS: Write
Word processing
Professional Write for DOS
Word processing
Professional Write Plus for Win- Word processing
dows
Q&A Write
Word processing
Samna Word IV
Word processing
Samna Word IV+
Word processing
Signature
Word processing
SmartWare II WP
Word processing
Sprint
Word processing
Relativity | User Guide - 115
Type/Version
2.0-5.0
1.01
5.0, 6.0, 8.0 - 13.0, 2004, 2010
Through 3.0
2010
1.1
Through 2.0
9.7, 96 - Millennium 9.8
1.1
Through 8.0
4.0 – 6.0
4.0-6.0, 98 - 2011
1.0 – 2013
2.0
2.0
File Extension
.rft, .dca
.iwa
.jtd
.jw
.wps
.leg
.manu
.lwp, .mwp
.mcw
.m11
.doc
.doc
.doc, .docx
.rtf
.wps
.wps
3.0, 4.0
.wps
1.0 – 3.0
Through 4.0
2.0
.wri
.dox
.dox
.dif
.nb
.wpw
3.0
2.0
4.0-6.0
1.1 - 3.0
3.x
5.0
A, B
1.0, 2.0
1.0
2.0, 3.0
1.0 – 3.0
1.0
1.02
1.0
.sdw
.sdw
.pfs
.jw
.sam
.sam
.def
.spr
Program/File Type
StarOffice Writer
Total Word
Wang IWP
WordMarc Composer
WordMarc Composer+
WordMarc Word Processor
WordPerfect for DOS
WordPerfect for Macintosh
WordPerfect for Windows
Wordstar 2000 for DOS
Wordstar for DOS
Wordstar for Windows
XyWrite
Category
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Word processing
Type/Version
5.2 – 9.0
1.2
Through 2.6
File Extension
.sdw
4.2
1.02 - 3.1
5.1 – X5
1.0 - 3.0
3.0 - 7.0
1.0
Through III+
.wpd
.wpd
.wpd
.wsd
(none defined)
.ws1
.xy
.iwp
13 Workspaces
In Relativity, a workspace provides a secure data repository for documents used in cases or for
applications developed with Dynamic Objects. You can store all types of documents (such as
productions, witness testimony, and so on) in a workspace to facilitate searching, organizing, and
categorizing content. In addition, you can use granular security settings to grant or deny permissions
to specific content stored in the workspace.
At the workspace level, you can also define views, layouts, fields, and choices. These Relativity
features streamline workflows, as well as simplify the processes for organizing and categorizing
content. Views support filtering on item lists, while layouts, fields, and choices are used for
categorizing documents.
Relativity | User Guide - 116
13.1 Workspace admin group
A system admin can assign any group in Relativity to have full admin rights over a particular
workspace. A workspace admin has full control over all objects within the workspace, but members
of the group do not have the script permissions available only to system admins.
Use the following steps to set a designate a workspace admin group:
1. Click Edit on the Workspace Details tab.
2. Click
in the Workspace Admin field.
3. Click the radio button next to the group you want to set as the workspace admin group.
4. Click Ok.
Note: You can only designate one group per workspace as a workspace admin group.
You can add or remove objects from tenancies if you have the multi-tenancy feature activated.
Note: Migrating a workspace that contains published data to a resource pool associated with a different
worker manager server results in the loss of all references to previously published data.
Note: Once you add a workspace to a tenanted client, you can't remove it from the tenancy.
Use the following steps to add a workspace to a tenancy:
1. Navigate to the Workspace Details tab.
2. Click Edit.
3. Click
next to the Client Name field in the Workspace Information section of the Workspace
Details tab.
4. Select the client with tenancy enabled from the list.
Relativity | User Guide - 117
5. A warning message requires you to confirm your decision by clicking Save.
6. Click Save.
7. You must select a new matter, resource pool, default file repository, and default cache location for the
workspace once you move it into a tenancy.
13.2 Workspace navigation
The workspace has several key areas that are important to understand as a Relativity user.
13.2.1 Browser
The browser is located on the left side of the workspace. Depending on your permissions, you may
not see the browser. If you don't have a browser in your workspace, you can skip this section.
If you can see the browser, it contains at least three of the following options for browsing through
your documents:
n
n
n
n
Folders
Field Tree
Saved Searches
Clusters
No matter which of these options you use, there are several display options you can use to
customize your workspace.
The browser opens by default. Hide or show the browser by using the arrow icon in the upper left of
the browser. Clicking
Relativity | User Guide - 118
closes the browser and expands the item list manager to the full width of the Relativity window.
Reopen the document browser by clicking
.
You can also resize the document browser. Use the browser resize handle–the gray bar separating
the document browser from the folder browser–to resize the browser to suit your preference.
13.2.1.1 Browser options
The browser menu is located directly below the browser. Click on one of the menu’s options to
display that mode of the browser:
Icon
Name
Folder browser
Description
Navigate the folder hierarchy for your workspace
Field Tree browser
Browse your documents according to how they were coded or grouped
Saved Searches browser Create a new search, or browse previously saved searches
Clusters browser
Browse your workspace clusters, which are groupings of conceptually correlated documents.
You must have Relativity Analytics to use the cluster browser and define
clusters in your workspace. See the Analytics Guide.
Folder browser
Clicking on the folder icon allows you to navigate the folder hierarchy for your workspace. The
folder structure is set when documents are imported. It can be based on the document’s source, or
according to a folder structure set by your Relativity administrator. Clicking on a folder displays that
folder’s documents in the item list.
A folder often has multiple subfolders. You can view the subfolders with the expand (+) button to the
left of the desired folder. Once the subfolders expand, you can use the collapse (-) button to collapse
them back into their root folder.
Relativity | User Guide - 119
Field tree browser
Clicking on the field tree icon displays the field tree in the browser. Selected single- and multiplechoice list fields and their choices appear in a tree structure.
Each single and multiple-choice field has its own choice folder in the field tree. The field’s choices
appear as subfolders. Each field also has a [Not Set] choice, which displays null values for the field.
You can click on a choice in the field tree to display all the documents in the item list manager that
have the selected choice value AND meet the criteria of the active view. In the item list, click this
icon to send a link to the documents currently displayed in it.
Relativity | User Guide - 120
Sending email links to choices
You can send an email message with a link to a choice, a choice folder, or the item list that appears
when the field tree browser is open. In the field tree browser, right-click on a choice (or a choice
folder) to display the E-mail Link option. Click this option on a choice to open an email message
containing a link to it. You can also send a link by clicking this icon in the item list.
The subject line of the email message pre-populates with the following text: "Relativity Review <Workspace Name> - <Choice Name: Value>." When the recipient clicks on the link, the documents
associated with the choice appear in the item list manager. Relativity displays a permissions denied
message if the recipient clicks the link but doesn't have access rights on the field associated with the
choice.
Note: If you send an email link to a choice folder, the subject line displays the folder name instead of the
choice name and the value. The item list manager displays all documents associated with the choices in the
folder. Recipients must have access rights to fields associated with the choice folder.
13.2.2 View bar
You can use the view bar, as well as any searches or filters, to narrow further the document set. The
following illustration shows the view bar displayed on the Documents tab.
The view bar consists of the following elements:
n
n
n
Show current path icon
- displays the current browser location. See Icons on the next page below.
Views drop-down menu - allows you to select a view.
Scope drop-down menu - controls the folder scope of the documents returned. The scope menu contains the following options:
In This Folder and Subfolders - displays the documents in the currently selected folder AND the
documents in all of its subfolders. This is the default option.
o In This Folder - displays ONLY the documents in the currently selected folder in the browser, not
its subfolders.
Include Related Documents drop-down menu - returns documents related to the documents currently in the view. The options vary by workspace, but may include email family groups, duplicates, or
similar documents. Learn more about related items in theRelated items pane on page 88 section of this
document.
o
n
Relativity | User Guide - 121
n
n
Edit view icon - allows you to edit the current view. See Icons below below.
Create view icon
- allows you to create a new view. See Icons below below.
For more information, see the Views chapter of the Admin guide.
13.2.2.1 Icons
Once you use your browser selection and view bar to select the correct searching set of documents,
you can begin working with them in the item list manager.
Icon
Description
Show the current path. This allows you to copy your current browser location to the clipboard to
paste into various locations. Clicking this icon displays the following:
Add a new view. This will only be present if you have permission to add a new view. If it is not
present, contact your Relativity administrator to add a view.
Edit the current view. This will only be present if you have permission to edit the view. If it's not
present, contact your Relativity administrator to edit the current view.
13.2.3 Item list
The item list manager consists of the item list as well as controls for working with the documents.
The fields that appear in the item list are based on the selected view, which is editable.
Contact your Relativity administrator to change the fields in your view.
To change a column’s size, hover over the white line at the edge of the column header. A double
arrow appears, indicating that you can move the column. Drag it in either direction to adjust the
column width. The other columns on the page automatically adjust to fill the rest of the window.
Column data can be cut off. If you wish to return to the original settings click the Reset Column Sizes
icon .
Relativity | User Guide - 122
13.2.3.1 Previewing a document
Note that if you hover your mouse pointer over a record’s file icon, you can click to open a pop-up
viewer showing the record.
Note: If your item list doesn’t contain the file icon, contact your Relativity administrator to add it.
13.2.3.2 Sorting
You can use any field in the view to sort the entire searching set – the number of documents
indicated in the bottom right.
Click any field heading once to sort the documents in that field in ascending order, alphabetically. A
down arrow appears next to the heading name, as in the Reviewer field below. Click a second time
to sort the documents in descending order, alphabetically. An up arrow appears. Clicking the field
name a third time clears the sort and returns the field to its original order.
If you're not able to sort a particular field, contact your administrator to make sure the field has the
Sort option set to Yes.
13.2.4 Document set information bar
The document set information bar appears in the bottom right corner of the workspace. It consists
of the returned set selector and the displayed set selector. The document set information bar gives
you further control over how you work with your searching set.
The returned set selector indicates the subset of your searching set that Relativity returns. Your
returned set is controlled by the drop-down menu that appears in the above screenshot.
Note: The size of your returned set doesn't control which items you can search or on which items you can
run a mass operation. Any search you run is based on the number of documents in your searching set.
You can run any mass operation on the number of checked items in the item list, the number of returned
items, OR all the items in your searching set. See Mass operations in the Admin guide.
Depending on your environment, the default returned set size may be 500 or 1,000. If you’d like to
change your environment’s results set selector defaults, contact your Relativity administrator.
Note that the number of documents in your result set selector is the number of documents you're
able to browse in the core reviewer interface.
For instance, if your result set selector is set to 500 documents, you're able to browse the first 500
documents of your searchable set. You can't browse to document 501 in the viewer.
Relativity | User Guide - 123
To do so, you can either:
n
n
Add more documents
Apply filters to return only the documents you want to browse
13.2.4.1 Adding more documents
Click the drop-down menu to add documents to the returned set. Depending on your environment,
you may be able to add 500, 1,000, or 5,000 more documents to your returned set. If you want to
change your environment’s results set selector defaults, contact your Relativity administrator.
Relativity | User Guide - 124
Proprietary Rights
This documentation (“Documentation”) and the software to which it relates (“Software”) belongs
to kCura LLC and/or kCura’s third party software vendors. kCura grants written license agreements
which contain restrictions. All parties accessing the Documentation or Software must: respect
proprietary rights of kCura and third parties; comply with your organization’s license agreement,
including but not limited to license restrictions on use, copying, modifications, reverse engineering,
and derivative products; and refrain from any misuse or misappropriation of this Documentation or
Software in whole or in part. The Software and Documentation is protected by the Copyright Act of
1976, as amended, and the Software code is protected by the Illinois Trade Secrets Act. Violations
can involve substantial civil liabilities, exemplary damages, and criminal penalties, including fines
and possible imprisonment.
©2017. kCura LLC. All rights reserved. Relativity® and kCura® are registered trademarks of kCura
LLC.
Relativity | User Guide - 125
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